Job summary The Senior Administrator and Personal Assistant will play a pivotal role in providing high-level, proactive administrative support to the Head of Service for mental health support teams in Essex.
This role is essential in ensuring that senior staff members can operate effectively and focus on strategic priorities by managing their administrative workload.
The role involves a mix of traditional personal assistant responsibilities alongside high-level project and office management tasks.
It requires a dynamic individual who is comfortable with multitasking, problem-solving, and adapting to the evolving needs of a fast-paced community mental healthcare environment.
We are specifically looking for someone who has: - Experience in an administrative or PA role, ideally within the healthcare or public sector.
- Strong organisational and time management skills, with the ability to handle multiple priorities.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) - Excellent written and verbal communication skills, with attention to detail.
- Discretion and ability to handle sensitive information confidentially.
- Proactive, flexible, and able to work independently as well as part of a team.
Main duties of the job Alongside the attached job descritpton please ensure your personal statmenent reflects your experience in the following areas: Manage and coordinate complex diaries for senior leaders, scheduling meetings, appointments, and events.
Prepare agendas, take minutes, and follow up on action points for meetings.
Draft, review, and distribute correspondence, reports, and other documents on behalf of senior staff.
Serve as the first point of contact for internal and external stakeholders, handling inquiries professionally and efficiently.
Support project management by coordinating tasks, tracking progress, and ensuring deadlines are met.
Maintain and organise electronic and paper records, ensuring information is accessible and up-to-date.
Handle confidential information with the utmost discretion and in compliance with NHS policies.
Assist with budget tracking, expense processing, and procurement tasks as required.
Identify and implement process improvements to enhance administrative efficiency within the team.
Liaise with other departments and teams to ensure smooth communication and collaboration.
About us Starting with NELFT NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust.
All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment.
As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes.
The induction will be held at our head office in Rainham, Essex.
Probationary Period This post will be subject to a probationary period.
Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Please see the NELFT recruitment video which explains more: Higher Cost Allowance This post has a base of Phoenix House in Basildon and also attracts payment for High Cost Area Supplement of 5% of the basic salary (minimum payment of £1,258 and a maximum payment of £2,122 per annum pro rata).
Job description Job responsibilities Diary and Time Management - Efficiently manage complex diaries, including scheduling, rescheduling, and prioritising appointments to maximise productivity.
- Coordinate and prepare schedules for internal and external meetings, ensuring adequate time for travel and preparation.
- Handle last-minute schedule changes effectively and communicate updates to relevant parties.
Meeting Coordination and Minute Taking - Organise and coordinate meetings, both virtual and in-person, with stakeholders, ensuring logistical needs are met.
- Prepare meeting agendas, circulate relevant documents in advance, and ensure all attendees are well-briefed.
- Attend meetings, take comprehensive minutes, and manage follow-up actions, ensuring that outcomes are documented and tracked.
Document Preparation and Correspondence - Draft, proofread, and format high-quality reports, presentations, emails, and other documents on behalf of senior leaders.
- Manage incoming and outgoing correspondence, prioritising communications and drafting responses as necessary.
Project and Task Management - Support senior staff with project coordination, managing timelines, tracking deliverables, and ensuring key milestones are met.
- Develop and maintain project documentation, providing regular updates on project status and highlighting any issues or delays.
Office and Information Management - Oversee the organisation and maintenance of electronic and paper files, ensuring that records are up-to-date and compliant with NHS guidelines, such as incoming referrals.
- Identify and implement improvements to streamline office operations and increase efficiency.
Additional Administrative Support - Provide ad hoc support to other members of the administrative team during peak periods or staff absences.
- Undertake any other reasonable administrative tasks required to support the objectives of the team and senior leadership.
Provide supervision to junior members of staff where appropriate.
Certificates of Sponsorship Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles.
Please check your eligibility under the UKVI points based system.
Use of AI Applications for this role should be written by the applicant.
If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process.
This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Person Specification Experience Essential Administrative experience of working in a busy environment Experience of Supervising Administrative Staff Minute Taking Skills Desirable Excellent typing, email and Microsoft office skills Has worked within NHS and has experience of systems such as Healthroster, Systmone, eProcurement etc.
Communication Essential Good interpersonal and telephone skills Knowledge Essential Understands eProcurement System Healthroster Use Qualifications Essential Administrative / Business qualification