Personal Assistant

6 months ago

Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

The post holder will be required to provide a comprehensive PA, secretarial and administration support to the Deputy Director of Strategy and Transformation and provide services to management of the Transformation and Planning teams.

An essential part of the role is the ability to manage and prioritise own workload without direct supervision including diary management, dealing with telephone calls and enquiries, typing minutes of meetings and other administrative tasks.

Aspects of clerical and secretarial work are undergoing changes and development across the Trust, which may include new ways of working, technology, methods, systems and procedures. The post holder will be expected to, following appropriate consultation and training, embrace any such changes in working practices and to help other admin and clerical staff to develop their knowledge and skills in these areas.

Other duties may include word processing, keyboard skills, audio-typing, data processing, information technology, communication and organisational skills.

Blackpool Teaching Hospitals NHS Foundation Trust is a large, integrated provider of acute and community services to the 445,000 population of the Fylde coast health economy and the estimated 11 million visitors to the seaside town of Blackpool. With patients and families at the heart of all we do, we are committed to creating a culture that empowers our staff and inspires us all to deliver first class clinical care. We form a central part of the Healthier Fylde Coast Integrated Care Partnership and our progressive approach to partnership working in the area provides an enviable opportunity to redesign and deliver services that meet the challenges of today’s health system.

We are not underestimating the challenges facing today’s health system but believe there are the foundations here in Blackpool to deliver truly excellent, integrated services that can make a major impact on the lives of the thousands of people we serve.

To be responsible for all matters concerning the Deputy Director of Strategy and Transformationcorrespondence:
Receive all correspondence, log, sort, redistribute, redirect and reply as required.

Assist with the priority for action/reply.

Timely distribution of communication and information.

Draft communication and information as required

To assist in the preparation of correspondence, communications, reports, minutes, and presentation materials. To provide administrative services for the Deputy Head including fact-finding and the preparation of reports and associated data, using appropriate research and reporting tools

To arrange and service meetings, prepare agendas, minute meetings, distribute actions, maintain accurate records and check action taken as required.

Act as a key liaison point between other key parties, setting up meetings as appropriate and maintaining good communications.

To provide assistance to the Deputy Head through personal organisation:
1. 1. Effective management of the electronic diary, assessing priority of appointments and reallocation as necessary including arranging appropriate logistic arrangements
2. Assist in the coordination of management staff cover across the team
3. Prepare and maintain staff duty rotas / Absence rotas as required
4. Record and provide reports for sickness absence and annual leave
5. Arrange travel and accommodation as required
6. Prepare papers in advance as required, for meetings, committees, interviews etc.
7. Assist with the completion and processing of financial documentation, i.e. purchase orders, invoices, claim forms

Please read the attached JD and PS for all information on the job role.

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