Personal Assistant/team Leader

5 months ago

Dewsbury, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Key Responsibilities Line management of Band 3 secretaries within the Division of Medicine Management Team Prepare agendas, take minutes and circulate relevant documents for Division of Medicine meetings Provide comprehensive support for the DOM Management Team. Ensure the DOM Management Team are properly briefed on all relevant incoming mail and to facilitate necessary responses, some of which are highly confidential Ensure the DOM Management Team are comprehensively prepared for all forth-coming meetings Provide a full range of Personal Assistant duties Prepare presentations using appropriate media, including PowerPoint To maintain electronic diaries via appropriate liaison with relevant parties, ensuring effective management of the DOM Management Teams time Carry out appropriate and efficient housekeeping Specific Duties and Responsibilities Prepare agendas, take minutes and circulate relevant documents for DOM meetings Agree the agenda items with the relevant manager. Gather relevant agenda items and attachments Type agenda: collate, copy and distribute all associated supporting documents Attend meeting and take minutes Transcribe minutes accurately and distribute as appropriate Identify follow-up actions arising from minutes Endeavour to maintain efficient lines of communication between the DOM Senior Management Team and their staff Handle all enquiries from Patients, staff and outside agencies in a sensitive, confidential and effective manner, ensuring an appropriate outcome Queries are received by telephone, in writing or in person Assess urgency and nature of query Determine whether query requires the specific attention of the Senior Management team. Ensure the query receives and appropriate response within the required timescale Ensure the Senior Management Team is properly briefed on all relevant incoming mail and to facilitate necessary responses, some of which are highly confidential Manage the post in a proactive manner, maintaining appropriate levels of confidentiality Take responsibility for action as agreed with the Senior Management Team Respond within the timescale as agreed with the Senior Management Team Ensure the Senior Management Team are comprehensively prepared for all forth-coming meetings Take personal responsibility for the organisation and maintenance of the bring forward and pending systems to provide a quick and efficient system of providing the Senior Management Team with a reliable supply of all documents required Provide maps and directions for meeting venues Arrange car parking facilities Prepare presentations using appropriate media PowerPoint Utilise information technology in the production of presentations which are to be delivered to internal and external organisations Produce the presentation in an appropriate format, eg: electronic PowerPoint or OHP slides Produce and copy all accompanying literature, eg: handouts Arrange that all equipment necessary for the delivery of the presentation is available and set up at the venue, eg: overhead projector, electronic data projector and laptop Provide a full range of Personal Assistant duties Take personal responsibility for the production of a consistent high standard of practical secretarial skills (eg: correspondence, reports, presentation work), including the use of modern office technology and in particular Microsoft Office Suite (eg: databases, spreadsheet and word processing) To organise and maintain effective administrative procedures and be responsible for the filing systems To create and maintain an efficient, friendly and helpful environment within the office to enable the smooth and efficient running of the department To establish and develop good working relationships at all levels and in all disciplines throughout the Trust and also outside the Trust To ensure that there is a clear and unambiguous formal system of communications To be the initial point of contact for the Senior Management Team, as such, be able to screen calls, ascertain the validity and priority of calls with appropriate discretion To ensure that confidentiality is maintained at all times Conduct research into any project as requested by the Management team, using Internet, Library etc, and bring relevant articles to the attention of the Management Team.

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