Personal Assistant

5 days ago

Barnsley, United Kingdom Ackerman Pierce Full time

Ackerman Pierce are supporting a local NHS trust once again Based in Barnsley, South Yorkshire, this team are looking for a Personal Assistant to support their Trust HQ Team for 3 months, potentially up to 6 months

This will be a full time, onsite position and experience is essential

Please see below the Key responsibilities of this position, this is not an exhaustive list:

- To provide effective secretarial and administrative support to the Trust's Executive Team and support staff, with primary responsibility for personal secretarial/PA services to the Trust's Director(s) and/or manager(s) and to cover priority workloads whereappropriate.
- As required, to take and transcribe Minutes at specified corporate meetings and ensure timely distribution.
- Responsible for compiling and circulating agendas for specified corporate meetings.
- To deal with internal and external correspondence (including electronic mail), bringing urgent matters to the attention of the responsible Director or appropriate deputy in his/her absence
- In the absence of the responsible Director, using specialised knowledge to make sure that all enquiries/issues are dealt with in a timely and appropriate manner in liaison with line manager, directors and/or senior managers.
- Undertake, without supervision, the acknowledging and responding to certain written and verbal enquiries; bring forward and follow up as appropriate
- To manage and maintain electronic diaries, arrange meetings, travel arrangements, book venues (both on and off site) and catering, etc and other related issues to ensure good diary and meeting management, including assessing priorities when dealing withconflicting demands
- To develop and implement robust protocols to ensure good secretarial practice and to support continuity in times of absence
- To provide accurate typing and word processing (including the use of audiotyping and, where applicable, shorthand typing).
- To deal with telephone calls and enquiries and take messages when staff are unavailable, taking action to escalate urgent enquiries to the responsible Director or appropriate deputy in his/her absence.
- To check papers and prepare files in advance of scheduled meetings.
- To be responsible for ordering/purchasing of non-stock items as required, in addition to maintaining regular stationery stocks.
- To develop and maintain accurate filing systems, including electronic systems, further growth of central filing system and initiating new systems where appropriate.
- To undertake clerical procedures including photocopying, collation and distribution of information, filing, etc.
- Liaising with respective meeting Chair regarding meeting schedules, and with other colleagues to avoid diary conflicts.
- When requested, assist with supervision of vocational trainee and integration of new team members
- If required, undertake and continue loggist training to support the Chief Executive/Trust in case of a major incident
- Strictly adhere to all hospital policies, in particular, confidentiality of patient information, at all times

A full job description will be provided

Due to this position being temporary, experience is essential as there is no time to train. PA experience in most industries will be considered.

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