Personal Assistant Estates

2 weeks ago

London, United Kingdom Lewisham and Greenwich NHS Trust Full time

An exciting opportunity has arisen within the Estates & Facilities department for an exceptional and experienced administrator to provide administrative and organisational support, minute-taking and extensive diary management, to the estates Team.

This is a role for a highly organised and committed personal assistant who will provide support to the Director of Estates, Facilities & Redevelopment and senior management team. The postholder will need to be a team player, with strong communication skills and be able to undertake extensive diary management.
- To provide full secretarial and administrative support to the Director and senior management team.
- To contribute to the smooth running of the offices, including providing temporary cover for the Project & Governance Manager.

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream

**Key Result Areas & Performance**:

- To provide a comprehensive secretarial and administrative support function to the Director including taking minutes at regular meetings.
- To manage the diary of the Director and senior managers, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions
- To arrange meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings.
- To attend meetings as requested, producing minutes or action logs and disseminating information as necessary
- To type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent
- To monitor stock levels of stationery and equipment and order as required
- To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms.
- To be responsible for co-ordinating responses to complaints for the Directorate and responding in line with Trust policy
- To occasionally deal with difficult situations when seeking or asking for information regarding complaint letters or appointment letters together with verbal complaints.
- To ensure that efficient and effective systems of communication and office practices, such as filing, are established and maintained, both in paper and electronic form.
- To be responsible for updating attendances for staff and making necessary changes when staff change their hours of work, annual leave and other absences.
- To maintain an effective ‘Bring Forward’ system
- To ensure that confidentiality of information, both oral and written, is maintained at all times.
- To work closely with the other Corporate Directors’ Personal Assistants to assist the smooth running of the secretarial and administrative provision including providing cover as necessary
- To represent the Director in a professional manner at all times.
- To undertake delegated projects or assignments and prepare reports arising from these
- On behalf of the director, carry out research/fact finding work to inform current issues/projects.
- To complete eRostering as appropriate
- Responsible for raising orders on SBS system, receipting invoices and dealing with matching queries
- Responsible for raising waivers on the Procurement system
- Responsible for issuing tenders using the Atamis software system
- Manage variation process for works requests relating to the PFI contract, including regular communication with key stakeholders on progression of variation requests.
- To update the Intranet with Trust reports
- Responsible for monitoring stock levels, ordering and maintaining office supplies/equipment, placing Requisitions orders on SBS receipting them and making payments when appropriate
- Responsible for logging serious and red incident reports ensuring the documents are signed in a timely manner.
- Dealing with any issues that arise in the absence of the Director, filtering what’s based on importance.
- Responsible for organising interviews, induction, ID and Login details for new members of staff.

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