Personal Assistant

6 months ago

Southampton, United Kingdom NHS Professionals Full time

**Job Title: Personal Assistant**

**Location: Ashurst Child and Family Centre, Lyndhurst Road, Ashurst SO40 7AR**

**Hours: 37.5hrs per week 9-5 Mon-Fri**

**Trust Location: Southern Health NHS Trust**

**What you’ll be responsible for**:

- To provide a proactive and comprehensive administrative and personal assistant service to the General Manager(s) and associated care group team, maintaining a professional and highly confidential approach to work at all times.
- To provide a proactive and comprehensive administrative and personal assistant service to the General Manager(s) and associated care group team, maintaining a professional and highly confidential approach to work at all times.
- The Personal Assistant (PA) will, in the absence of the General Manager(s), be working without immediate reference point and on own initiative seeking appropriate advice and guidance when necessary. The post holder will provide a full secretarial and administrative service, having daily liaison with a wide range of staff at all levels, partner agencies across the county and regular contact with people who use services and their carers, who may be distressed or angry.
- The PA will supervise secretaries and/or administrative assistants within the immediate team, ensuring maximum effectiveness of the office environment.
- This post is within the operational line management structure in the Operational Services directorate and has professional line management accountability to the General Manager(s);
- To work directly to the General Manager(s) providing a comprehensive and highly efficient secretarial and administrative support service to them and their teams as appropriate.
- To be responsible for the development and management of effective office systems, including appointment booking, multiple diary management and robust filing systems.
- Provide a first point of contact for all face to face and telephone enquiries from a broad spectrum of people, including service users and their carers, staff at all levels both from within and outside of the Trust, providing a highly professional, confidential messaging service, taking follow up action as appropriate. This includes taking complex and sensitive telephone calls, listening and guiding callers through to a satisfactory response. This often involves contact with service users and their relatives.
- To provide excellent administrative and secretarial support, using appropriate software packages, (this may include audio typing/speed writing/shorthand), working to strict timescales and to a very high standard of accuracy, following correct Trust presentation standards. Documents include meeting minutes and agendas, clinical reports and clinical and managerial correspondence.
- To undertake ad hoc project work or research for the General Managers, which may include the construction and management of complex spreadsheets and data collection in accordance with the needs of the service, utilising a range of software packages.
- To plan team events, booking venues as appropriate, arranging catering, equipment requirements and producing detailed delegate packs. To prepare Power Point Presentations.
- To service monthly team meetings, ensuring agenda’s and meeting minutes are distributed in a timely manner with agreed action points noted.
- To maintain personnel information concerning staff and assist in staff documentation systems (e.g. sickness absence reporting/recording systems).
- To photocopy and distribute documents both internally and externally as required
- To carry out other general offices duties e.g. faxing, laminating and shredding of confidential papers and documents.
- To be proactive in organising and prioritising workload, managing own time effectively, highlighting problems as they arise and proposing possible solutions within available resources.

**You’ll learn the following whilst working at the trust**:
1. An in depth understanding of the roles and responsibilities involved in working within the NHS

2. Knowledge of the systems used, to effectively complete your role to the highest standard at all times

3. A sense of teamwork, gained through working alongside and supporting colleagues from all levels, within the organisation

**You’ll have the following skills/experience**:

- Microsoft systems
- Diary Management
- Minute Taking
- Arrangement of Meetings
- Liaising with Managers
- Roster system experience would be helpful but not essential

**As a member of NHS Professionals, you have fantastic benefits**:

- Competitive pay rates
- work this week, get paid next week
- **Essential support when you need it
- 24/7 365 days**:

- call us anytime
- **Multi locational**:

- work across neighbouring Trusts
- **Manage your shifts and timesheets on the go**:

- access your “My Bank” shift portal anywhere, anytime online or through your smartphone
- **Varied working options to suit your lifestyle**:

- access to the Bank gives you options of ad hoc shifts

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