Personal Assistant to Assistant Director of

2 weeks ago

StocktonOnTees, United Kingdom NTH Solutions Full time

Under the direction of the Assistant Director of Operations, the post holder will use appropriate technologies and equipment to;
- Assist in the provision of an efficient, effective and comprehensive administrative and secretarial service to the Assistant Director of Operations.
- Ensure that any/all work outputs are produced to a high standard of quality that meets
- all of the organisations requirements for Information Governance, and which is compliant with all associated national, regional and local policies, procedures and guidelines.
- Identify issues and forward plan matters of key importance within the Assistant Director’s diary and to aid the smooth running of the Operations Department as a whole.

Hold overall administrative responsibility for the management of the Assistant Director of Operations’ diary, mailbox and telephone line, whilst having an awareness of the administrative duties in each of the Operations Administration Teams areas to provide support based on departmental pressures or to cover absence periods.

Use appropriate technologies to carry out the management of the diary of the Assistant Director of Operations. Including making appointments, arranging meetings, interviews, etc. whilst ensuring they are aware of all diary commitments.

Process Assistant Directors correspondence, ensuring that incoming correspondence is dealt in an efficient and professional way by the Assistant Director/on behalf of the Assistant Director or other staff as appropriate.

At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.

North Tees & Hartlepool Solutions is an NHS owned company of North Tees and Hartlepool NHS Foundation Trust. The successful applicant will be an employee of the subsidiary and not the NHS.

We will support staff through providing an inclusive and supportive workplace with health & well-being initiatives and opportunities for development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition, Managers Awards and Shining Stars.

We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.

We recruit for values and “Together we are North Tees & Hartlepool”
2. Assist the Assistant Director in researching and following up with action on matters which fall within the Assistant Directors responsibility - chasing responses, triggering follow-up actions and organising relevant meetings to close out actions plans.
3. Raise, receipt against and log purchase orders as required by the department via Oracle.
4. Provide support to the Assistant Director of Operations in the completion of SVLs as part of the Payroll process, and the booking and recording of Managers’ annual leave and absences via the appropriate department mechanisms.
5. Type miscellaneous correspondence, notes, reports, presentations etc. including highly confidential and complex documents to a high standard of quality using appropriate technologies.
6. Work with the Assistant Director of Operations on the preparation of agendas and collating any related documents and information relating to meetings for distribution to participants, providing full administrative support to such meetings including minute taking where appropriate.
7. Act as point of contact and provide a coordinating role in support of staff by receiving and greeting visitors, coordination and provision of hospitality where appropriate. On occasion, this may require working in a public facing environment.
8. Dealing with telephone calls and queries in a manner that is consistent with legislation, policies and procedures whilst demonstrating effective communication skills and discretion, dealing with issues as they arise if appropriate and taking accurate written messages and passing more complex queries to relevant staff members where required.
9. Effectively coordinate the timely collection and processing of data and information relating to the service using appropriate technologies, collate feedback evaluations as required, including providing KPI information to the Governance and Assurance department as appropriate.
10. Deal with and prioritise all incoming post bringing information of key importance to the attention of the relevant staff and processing as directed.
11. Have a clear understanding of the General Data Protection Regulations (GDPR) and ensure all tasks are handled in line with the principles, including the handling, recording and storing of information whilst maintaining confidentiality where required.
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