Personal Assistant

2 weeks ago

Harrow, United Kingdom NISI Staffing Full time
We are looking for
Personal Assistant/Admin for our NHS client in
Harrow.

  • NHS experience is deal
  • 36 month with a possible extension
  • Remote working is not provided for this role
- £13-15/h

JOB SUMMARY
~ To ensure the smooth operation of the assigned ICS Management Team working commitments by providing a highly effective liaison service within the division, other Trust departments and with a wide range of external bodies and individuals
~ To be responsible for the smooth running of the ICS administrative service, handling general office management and facilities issues and for the development and maintenance of efficient and effective systems and processes
~ To provide a high quality comprehensive administrative and secretarial service to the ICS Management Team by taking minutes of meetings and scheduling
~ To assist the ICS Management Team in the provision of a high quality and professional service
~ Preparing ICS data & activity reports as required
~ Analysing and preparing data in a presented format with a breach report whenever required

KEY RESPONSIBILITIES:

~ Pro-actively manage the diary and activities, using Microsoft Outlook, by balancing pressures and competing priorities, anticipating and planning future activity
~ Deal proactively with telephone calls and using judgment to determine priority and importance of the issue, including sensitive, confidential and patient related matters, and refer on as appropriate
~ Manage and plan meetings, events and conferences, finding and booking venues, producing confirmation of such meetings and events as a matter of course. This will involve planning venues around a schedule of proposed meetings and events, ensuring adequate accommodation and resources, including refreshments and equipment, are ready and available
~ Liaise with external organisations and agencies as necessary to ensure DOD and DMD diary and preparation requirements are clear and any conflicts are managed
~ Attend formal meetings to take and transcribe minutes, preparing and promptly issuing agendas and minutes, action trackers and undertaking any follow up actions delegated as a result of meetings. Progress the completion of actions prior to the next meeting to agreed, efficient and effective standards
~ Manage incoming and outgoing electronic and paper correspondence, acknowledging letters and drafting replies on behalf of the division in an effective, efficient and timely manner, using initiative, discretion and sensitivity, upholding confidentiality as necessary
~ Maintain and update any files, records, or directories used by the division, including any filing systems, ensuring these are kept accurate and current for reference purposes, avoiding duplication
~ Compile all necessary paperwork and maintain an up to date 'bring forward' system so that the division are fully briefed prior to appointments and are able to respond to deadlines on differing requirements
~ Maintain, update and add to databases established for the purpose of disseminating the divisions communications, as required
~ Be responsible for ensuring there are effective communication links between the division members and other managers/departments/staff within and outside the division and with external bodies
~ Be pro-active when dealing with routine and urgent enquiries using initiative and judgement in deciding what information may be given without further advice from the division or other senior managers
~ Ensure the office is organised and efficient to accommodate varying volumes of work through the development and maintenance of effective systems and processes, ensuring distribution of work related to the directorate in accordance with the division requirements
~ Record annual leave and sickness for the divisions and consultant body, using Healthroster arranging appropriate cover for own role during periods of absence under the direction of the DOD
~ Maintain a system for ordering and monitoring routine stationery, etc. Ensure the cost effective use and ordering of any equipment required by the department
~ Maintaining a record of non-requisition orders, ensuring they are properly signed off once received and progress chasing those not received on time
~ Assist staff with office equipment problems, keeping accurate and appropriate records of actions, escalating issues when necessary
~ Coordinate all communication activity for the division, ensuring team members are circulated with relevant Trust and external documents and papers in a timely manner
~ Maintain up to date, accurate and comprehensive contact details for key partner in other divisions and organisations, e.g. CCGs, TDA and other Providers and make these available to the division
~ Undertake any other duties commensurate with the grade of the post and the responsibilities of the division for whom the post is supporting

START ASAP

Job Types:
Full-time, Temporary contract

Contract length: 6 months

Salary:
£13.00-£15.

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