Personal Assistant

2 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

We are a newly formed leadership team within the Women & Children's Division at Gloucestershire Hospitals Foundation Trust and are looking for an experienced Personal Assistant to join the team. This role is key in supporting a number of senior leaders within the division.

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Knowledge, Skills and Experience
- Proven experience in administration management demonstrating insight and the ability to think autonomously, act on own initiative and motivate others.
- Experience as a secretary.
- Ability to manage a busy calendar and diary with ability to delegate, escalate and respond on behalf of the divisional leadership team.
- Enhanced IT skills including Excel, Databases & other Digital Systems.
- Able to use Trust IT systems i.e. Procurement System & eRoster system.
- Excellent organisation and communication skills.

**Duties include**:

- To provide full secretarial and administrative support to the Division, including using initiative to prepare drafts of correspondence and reports, maintain diary and appointments, arrange meetings and visits and take messages using own initiative at times.
- To prepare agendas and minute all Divisional meetings wherever they are held in the Trust and ensure that decisions made at these meetings are actioned satisfactorily including putting the minutes on the Intranet as required. This is done independently, seeking approval before sending out.
- Ensure the Divisional Teams receives appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them. This will include drafting responses and discarding ‘junk’ mail as necessary. This frequently requires decisions as to whether the members of the divisional Tri should be contacted when out of the office or contacting someone else in their absence.
- Maintaining continual confidentiality and confidence. This includes separating confidentiality levels between across the division.
- Lead on projects, such as assurance framework auditing, safer staffing summaries and report dissemination.
- To manage the filing system, personal files and keep records as required both paper and electronic, including a bring forward system and regularly disposing of outdated or unnecessary information in line with Trust Record Management Systems.
- Finding digital solutions at all opportunities. Be this to pull information, store information or monitor performance.
- To co-ordinate and maintain leave/sickness records for the staff directly managed by the Divisional Leadership Teams.
- To utilise procurement systems for the division, ensuring prompt ordering, delivery, invoicing and checking all paperwork before payment and keeping accurate records.
- Monitor equipment used within the department to ensure the office is run smoothly and ensure that equipment is repaired and serviced as necessary. Also ensure the department is a clean and orderly environment in which to work.
- To co-ordinate and apportion workload of secretarial staff within the Division when required, deciding on office practices through discussion with other office members to ensure efficiency and a high standard is maintained.
- Co-ordinate the collation of information into spreadsheets which requires comprehension of the information collected and putting them into a format so that the required analysis can take place for decisions to be made.
- Responsible for the management of own time with the minimum of supervision, using initiative. Also provide ad hoc training in IT skills for staff within the department.
- To participate in interviewing for administrative posts within the Division when requested.
- To work in a way that ensures the best support to the divisional leadership team in way of supporting their wellbeing. This can include appropriate diary allocation and break times, time to travel between sites, protecting their time and even hydration during days of considerable meetings/pressures

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