Personal Assistant

2 weeks ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

First point of contact to Trust Directors and Management to ensure that all issues are directed to the appropriate area/person. This is determined through analysis of options available. To remain calm and deal with situations in an efficient and sensitive manner. Provide a full range of Personal Assistant duties, including diary management, the taking of dictation, typing of correspondence and preparation and distribution of reports and other documents.

To produce accurate work to a high level of presentation. Handle sensitive queries in writing, by telephone or in person from colleagues, patients, other health authorities and other health related organisations in an effective, sensitive manner as a representative of the Trust, to reflect a positive corporate image. To be aware of corporate sensitivities and reflect and interpret these accordingly wherever appropriate. Ability to deal with a number of tasks at the same time often with conflicting short timescales.

Manage the post in a proactive and effective manner. Investigate issues on behalf of the Director and prepare responses for approval. Forward mail to the appropriate departments to handle. Ensure that replies to correspondence are actioned within the correct timescales.

Proactively obtain information which may be required by the Director or Management. Carry out research on behalf of the Director or Management through use of the internet and other media in respect of varying issues. Use own initiative to determine what help can be provided to the Director or Management to support and assist, and act accordingly. Ensure that the Director or Manager is aware of deadlines.

Prepare presentations using various media including MS Office. Manage the diary in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands. Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment.

Arrange meetings in a timely manner, which on occasions may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments. Implement systems and processes to improve the effectiveness and working practices of the office. Coordinate and organise agendas and papers for meetings and distribute appropriately in a timely manner. Attend ad-hoc, recurrent and occasional meetings to take minutes at times this will be in excess of two hours duration requiring extended concentration.

Transcribe notes of meetings into minutes to ensure an effective and efficient turn around requiring extended periods of typing to ensure accuracy and completeness of minutes. Ensure that the bring-forward and pending systems are accurate to ensure that the Director or Manager is properly prepared for forthcoming meetings, including the preparation of briefing notes on potential problems or difficulties likely to arise. Maintain appropriate filing systems to support effective running of the office and confidentiality of patients and staff. Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role.

Link with other appropriate personnel within the Trust in delivering reports and project work. Manage and complete paperwork effectively and efficiently on the Director or Managers behalf Any other duties deemed reasonable for this role

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