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Personal Assistant

7 months ago

Wickford, United Kingdom Essex Partnership University NHS Foundation Trust Full time

An exciting opportunity has arisen for a highly efficient, experienced Personal Assistant to provide support to the Executive Director of Projects and Programmes and Inquiry Director.

This is a busy role with a need to regularly re-prioritise your workload and often requiring your urgent response and/or action.

The main duties and responsibilities will include providing full and confidential diary management support to the Executive Director and Inquiry Director. The complexity of this role requires efficiency and a high degree of organisational skills particularly in diary and time management as is expected at this level, due to the many conflicting demands of the Executive Director and Inquiry Director.

To be successful, applicants should have extensive experience in the above main duties and responsibilities at Executive, Director or other Senior Manager level, possess high level skills in Microsoft packages, and have the ability to travel across the Trust sites if required.
- To have delegated authority for the management of directorate projects as agreed by the Executive Director.
- To facilitate the effective management of directorate projects providing monitoring and progress reports to the Executive Director and SMT.
- To provide a full administrative service for the implementation of assigned projects.
- To provide administrative cover to other Executive Directors in the absence of their personal assistant.
- To have a flexible working approach in order to meet deadlines.
- To provide first class customer focused PA/project support to the Executive Director and Inquiry Director
- To provide day to day personal assistant support to the Executive Director and Inquiry Director.
- To be proactive and manage a variety of projects as agreed with the SMT.
- To work autonomously using initiative to prioritise and manage workload in an informed and effective manner

EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.
- To proactively monitor project progress, as directed by the Executive Director and Inquiry Director, and provide regular written reports and project updates.
- To take responsibility for the setting up and organisation of all directorate meetings including preparing agendas, distributing papers in advance of meetings, taking minutes and/or action logs as required and proactively following up progress and actions are carried out.
- To research information and undertake the co-ordination of surveys/evaluations relating to specific projects.
- To take responsibility and be proactive in preparing agendas and chasing relevant actions well in advance of meetings, ensuring sufficient time is allowed for gathering appropriate supporting materials.
- To adjust the long and short-term plans on own initiative, often at short notice, using persuasion and tact to engage the best possible outcomes.
- To work on own initiative to prepare background information, collate information into reports, produce statistics and create and manage databases as required.
- To provide input and support when Trust Policies and Procedures are being written/ amended and ensuring these are taken down the appropriate avenues to being agreed and implemented.
- To work closely with NEDs as and when required. It also involves working with NEDs
- To be responsible for delegated committees as and when required. Responsible for the governance of committees. To manage in partnership with the chair of the committee the agenda, preparation, administration, taking minutes and in some cases production of assurance reports.

OPERATIONAL RESPONSIBILITIES
- To provide a comprehensive personal assistant/administrative support service to the Executive Director and Inquiry Director.
- To ensure the corporate brand and culture is accurately reflected in all communications, projects and event.
- To take responsibility for managing and ensuring the office systems and procedures, both manual and electronic, are continually developed. Review all administrative systems in the ligh