Personal Assistant

2 weeks ago

Nottingham, United Kingdom Nottinghamshire Healthcare NHS Foundation Trust Full time

We are seeking an enthusiastic individual to join our dynamic and forward thinking friendly Secretarial team. You will be providing day to day secretarial and admin support to the Operational Managers, Service managers and the Managerial and Strategic lead for EIP within the Adult Mental Health Directorate.

You should have excellent communication, organisational and time management skills and previous experience working in a Secretarial/Personal Assistant role.
We believe in a healthy work life balance, so we will empower you to work flexibly and also promote a hybrid way of working
- Preparing meeting agenda's and minutes.
- Produce high quality reports.
- Processing absence/holidays.
- Processing Change Forms.
- Supporting Recruitment Processes.
- Supporting Complaints and Investigations Processes.
- Ordering of procurement.
- Working together as a close knit team - we work as one.

We have a huge variety of opportunities in our expansive Trust covering geographically from South Yorkshire, Nottinghamshire to Leicester, providing mental health inpatient and community services, community health services, forensic mental health services and secure prison healthcare across the East Midlands.

We have more than 100 sites and a huge scope of unique opportunities to develop your career and gain some amazing experiences. We strive to be a great place to work and offer many staff benefits and tailored staff support and wellbeing programmes.

Do you want to make a difference?

Do you believe in Trust, Honesty, Respect, Compassion and Teamwork?

Then Nottinghamshire Healthcare is the perfect place for you to start, maintain or further your career. Join our team of nearly 9000 who are making a difference every day. We are all about our people - our staff, volunteers, carers, service users and patients. We are NottsHC.

Responsible for all aspects of secretarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation

Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.

Co-ordinates a comprehensive administration and secretarial service - prioritising, delegating, organising departmental workloads

Arrange cover across the Directorates in liaison with other Personal Assistants.

To work closely with the other Personal Assistants to ensure consistency across the Directorate, peer support and absence cover arrangements are in place

Produce high quality reports within agreed deadlines as required

Production and collation of complex and sensitive documents to include composing and typing letters and other documentation as required

To assist as appropriate on any local projects, ensuring that they are undertaken with mínimal disruption and maximum communication.

To arrange away days or conferences as delegated.

Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking

Ensure actions resulting from all meetings and other working parties are time lined and undertaken

To source and precis information as required

Ensure that the Trust’s Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.

To monitor and order stock and non-stock items as required

To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trust’s assets are secure at all times.

To suggest changes to and implement local health and safety procedures.

To manage the Health and Safety Workbook under the provision of the Trust’s Health and Safety policy in relation to admin staff and site common areas

Train and supervise the admin secretarial staff, providing daily support and advice in relation to duties and responsibilities

Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial staff.

Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.

Monitor and manage the sickness and absence for admin, secretarial and staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy...

To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.

To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.

To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Dev

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