To provide a comprehensive, high quality PA service to Senior Management.
To deal with enquiries and referrals to the department promptly and in accordance with Trust policy and procedure.
To co-ordinate secretarial services, including the preparation of agendas and papers, minute taking, taking follow up action as required, diary management of multiple diaries, processing letters and other jobs noted in the key results section.
1. Provide a comprehensive secretarial service in writing and electronically, including word processing of agendas and papers, letters, notes, minute taking, producing action matrix and other routine correspondence.
2. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft Outlook.
3. To work autonomously on own initiative, unsupervised, to manage and prioritise own workload. Using own electronic calendar and Outlook flag system to plan workload and training.
4. Provide full support to a range of professional senior management operational and performance meetings, including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.
5. Undertake a range of word processing tasks including typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.
6. Support the Trust’s various disciplinary, investigation and complaint processes. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
7. Provide cover for other Personal Assistants and the Office Manager as required.
We are passionate about making equality, diversity and inclusion part of our DNA. We take pride in our “People First Culture” which creates a workplace where everyone feels a genuine sense of belonging, difference is celebrated & people are comfortable to bring their whole selves to work. We value the richness that comes from having colleagues that are fully representative of the local community. We welcome people who identify as Black, Asian or from a Minority Ethnic background, protected characteristics, and with all backgrounds and experiences.
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of ‘making a positive difference in people's lives’.
CQC rated us as 'GOOD’ overall, commenting on how our colleagues “treated patients with compassion and kindness” and “felt positive and proud about working for the Trust.”
Benefits include:
Commitment to flexible working where this is possible
27 days annual leave/year plus bank holidays, increasing to 29 days after 5 years & 33 days after 10 years’ service
Yearly appraisal and commitment to ongoing training
Generous NHS pension scheme
Good maternity, paternity and adoption benefits
Health service discounts and online benefits
Incremental pay progression
Free confidential employee assistance programme 24/7
Access to our LGBT+ network, BAME Network and Christian Network
Health and wellbeing opportunities
Structured learning and development opportunities
Professional Issues
1. Provide a comprehensive secretarial service orally, in writing and electronically, including audio typing/word processing of agendas and papers, letters, notes, minute taking, producing action matrix, and other routine correspondence.
2. Produce/adapt/design documents, charts, tables etc., by use of Microsoft IT packages, e.g., Word, Excel, Access for services and disseminate information via email.
3. Effectively manage electronic diaries on a daily basis for Managers and Director, using Microsoft outlook. Ensure effective daily time management.
4. To work autonomously on own initiative, unsupervised, to manage and prioritise own workload, delegating tasks as appropriate. Using own electronic calendar and Outlook flag system to plan workload and training. To complete a range of work that is routine and non-routine. To plan and organise own workload, some on-going. This will need constant review and amendment by yourself to meet daily demands and needs of the service.
5. Ensure the maintenance of accurate and efficient electronic filing systems, ensuring strict confidentiality of client/staff identifiable information.
6. Provide full support to a range of professional senior management operational and performance meetings including note taking, room booking or virtual room booking. Coordinating diaries to arrange meetings for internal staff and external agencies. Attending the meetings in person or virtually. Downloading meeting videos for note taking where applicable.
7. To ensure emails are reviewed and acted upon promptly. Setting up and maintaining an action list to ensure they are completed to deadline.
8. Undertake a range of Word processing tasks including audio typing, typing from video, typing letters, typing minutes, typing job descriptions, statements for investigations.
This includes typing notes or information written by someone else.
9. To collect details for operational structures, and contacts. Keeping them accurate and up to date. Disseminating to others in the Trust.
10. Support the Trust’s various disciplinary, investigation and complaint processes. These are not routine and will disrupt workload. Arranging meetings, sending appointments, taking and typing statements. This will require exposure to confidential information with sensitive, complex, or distressing contents. This will require adjustment to work schedule as this takes priority and has a short deadline.
11. Prioritise and undertake general administrative tasks, including photocopying, filing, scanning, processing of mail etc.
12. Receive and make telephone calls, taking messages and dealing with enquiries appropriately and ensuring accurate and timely communication of messages.
13. Ensure timely collection and production of statistical data relating to the service as directed and forwarding relevant information to other Trust Departments as necessary.
14. Record and monitor consultant annual leave on a database.
15. Maintain and update staff personal files as delegated. To contribute to a high-quality front of house service for all service users and visitors to
the base. Ensure cleanliness and tidiness of the reception waiting area and meetings rooms. Maintain a professional and confidential approach to work at all times.
18. To be familiar with and comply with relevant Trust, Operational, Personnel and Health and Safety procedures.
19. Arrange onsite maintenance including raising of new work requisitions for repairs via the Trust Estates department.
20. Contribute to recruitment and selection processes and interviews as required and requested.
21. Provide cover for other Personal Assistants, and the office manager as required.
22. Willingness to travel to other bases.
23. Ensure the provision/procurement of all stock and non-stock supplies for the services, ensuring receipt of all goods via Trust Procedures as appropriate and necessary.
24. Undertake staff surveys as required.
Please note: As the role is part-time and primarily administrative, it does not meet the requirements for Skilled Worker sponsorship.
As an employer and sponsor licence holder, to be able to provide sponsorship to overseas nationals via the Skilled Worker route we must ensure that we adhere to the sponsorship requirements set by UK Visa’s and Immigration. Please note that as the current salary threshold is £25,000 it is unlikely we will be able to offer sponsorship for this post as without 2 years previous NHS Service at Band 3 you will commence at the bottom of the pay band which currently does not meet the minimum salary requirement for sponsorship (bank and agency service is excluded). This would apply to anyone who has current time limited right to work in the UK and would require sponsorship in the near future commencing at the bottom of the band. For details on eligibility criteria for a Skilled Worker visa, please follow this link to the gov.uk website Skilled Worker visa: Overview - GOV.UK (www.gov.uk)
