Personal Assistant to Directors

5 months ago

Lincoln, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time

If you are a motivated and enthusiastic Personal Assistant, with experience of providing support at a senior level, we have an exciting opportunity for you, based at our Trust’s Headquarters.

This role will require high levels of confidentiality, attention to detail and the ability to work in a fast moving, and sometimes highly pressurised environment.

Applicants must have the ability to work on their own initiative, with little supervision, but at the same time play an integral role in the wider executive administration team, offering support to colleagues, and others, where required. Experience of formal minute taking is essential.

This is a full time position based at Trust Headquarters in Lincoln.

We offer a fantastic benefits package including a minimum of 27 days holiday (plus bank holidays), NHS pension scheme, and access to staff wellbeing services.

Previous applicants need not apply.

To provide efficient and effective secretarial and administrative support to the Executive Team and specifically to two executive directors.

To provide efficient and effective administrative and minuting support to Board Committee and subgroup meetings.

The post holder will be expected to act on their own initiative and provide cross cover/support for other team members as necessary, in order to facilitate effective service function.

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

To produce accurate, high quality correspondence, reports and other documents, many of which are non-routine, as required using digital systems (Micrsoft Teams and office packages).

To provide a full and efficient secretarial and clerical service to Directors, including dealing with incoming and outgoing mail (both by electronic and postal means).

To ensure good communication flows, both internally and externally, on behalf of the Directors.

Develop a positive working relationship with Directors and put in place key systems to enable the Directors to have access to all necessary documentation, when working on and off site

Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers including Trust staff, system partners, regulators and external organisations, maintaining strict confidentiality at all times.

To provide and receive sensitive and sometimes potentially contentious information on behalf of the Executive Team in a courteous manner, maintaining confidentiality at all times.

To maintain diaries, to both maximise and ensure most effective use of Directors’ time, arranging appointments and meetings as necessary and to have the ability to deal with short notice planning and last minute changes.

Maintain all records, both paper and electronic, in accordance with Trust Records and IG procedures and instituting systems and version control maintenance where required.

To provide an efficient and comprehensive administration service for those meetings detailed in this job description, including: preparation and circulation of agendas and supporting documentation and supporting the use of meeting technologies where appropriate.

Attending meetings and producing high quality and timely minutes, ensuring all attendees are clear of any actions that arise from these meetings.

To organise meetings on behalf of Directors and where required, attend meetings and take minutes.

To support the Trust’s vision to become paperless and encourage Directors to do the same.

Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and staff and adhere to the Data Protection Act.

Introduce and implement new policies, systems and procedures in relation to the smooth running of the office.

To comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.

To undertake mandatory training and participate in the appraisal process and in suggested initiat

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