Assistant Private Secretary

2 months ago

London, United Kingdom NHS Professionals Full time

Job Introduction
The United Kingdom Health Security Agency (UKHSA) provides health security for the nation by protecting us from infectious disease and external hazards.

UKHSA are looking for an Assistant Private Secretary within the Directors Office, you will play an essential role in ensuring the smooth running of the Directors diary and provide administrative, logístical, and business support.

You will cover a wide range of interesting and challenging duties in a modern, flexible, and dynamic workplace. You must be able to use your own initiative to support all secretarial and PA duties within the team and have the ability to work with mínimal supervision.

This is a fixed term role with an immediate start ending on **30th November 2023 **with the possibility of extension. This is a hybrid role with occasional travel to London office however consideration will be given for fully remote work together with flexible working.

Main Responsibilities
- Strategic planning and day to day management of Director’s diary
- Preparing daily diary packs to ensure the senior manager has all the relevant information ahead of meetings
- Developing a high-level understanding of key departmental priorities and ensuring efficient and appropriate use of time.
- Handling invitations and working with the wider Private Office teams and policy officials to produce advice and oversee the responses sent.
- Develop effective working relationships and communicate regularly with a wide range of individuals, including internally: clinical and non-clinical staff, scientists, HR and Payroll, managers and Directors. External: NHS, other Civil Service Departments, and members of the public.
- Ensuring that all concerned have received timely and quality written briefings from the department.
- Previous Secretarial experience to a Director/ Senior Manager (Minimum 3 years)
- Experience of diary management, arranging meetings / preparing papers.
- Ability to communicate messages clearly to a range of audiences at all levels both verbally and in writing.
- Strong organisational skills and ability to prioritise work.
- Experience of managing conflicting priorities in a fast paced, constantly changing work environment
- Skilled in the Microsoft office suite packages (specifically Excel, Word, Outlook and PowerPoint)
- Flexible and adaptable to change
- Attention to detail, proactive, outgoing and articulate
- Advising the principal on how best to use their time and the aptitude to brief them confidently and accurately on the details of each of their engagements.
- Deputising for Private Secretaries with the potential to lead on a policy, parliamentary or corporate business area.

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