Senior Personal Support Assistant

3 weeks ago

Middlesbrough, Middlesbrough, United Kingdom South Tees Hospitals NHS Foundation Trust Full time

Job Overview

We are excited to announce an opening for a position within our team of Executive Assistants (EAs) and Personal Assistants (PAs) dedicated to supporting the Group Executive Directors and Site Leadership Teams throughout the organization. This role is pivotal as we establish our new Executive Support Team.

The position provides a dynamic work environment and offers a unique insight into the operations of the Group. We are looking for enthusiastic, proactive, and engaging individuals to join our team, which serves as the expert administrative resource ensuring that our Group Executive Director and Site Leadership teams receive the necessary support for the effective management of their schedules, meetings, and broader commitments.

The successful candidate will report directly to the Team Leader on a daily basis.

Cross-site collaboration is a fundamental aspect of this role.

Important Note: This vacancy will remain open until we receive a sufficient number of applications.

Key Responsibilities

Below are the primary responsibilities associated with this position (this list is not exhaustive, and the post holder may be expected to undertake additional tasks):

  • Delivering comprehensive secretarial and administrative support to the Director(s), including document preparation, correspondence, and report generation as needed.
  • Efficiently managing the Director(s)' diaries to ensure optimal scheduling.
  • Prioritizing incoming tasks and highlighting critical items for the Director(s)' attention.
  • Ensuring that necessary follow-up actions are executed.
  • Coordinating meetings on behalf of the Director(s).
  • Handling and processing correspondence and emails for the Director(s).
  • Serving as the initial point of contact for telephone inquiries.
  • Organizing travel arrangements for the Director(s).
  • Ordering office supplies, equipment, and services as needed, and collaborating with finance colleagues to ensure timely payment of relevant invoices.
  • Providing support for Directorate and Site Level meetings to ensure they operate as smoothly as possible.

Please be aware that this position may close once we have received a sufficient number of applicants.

About Our Organization

South Tees Hospitals NHS Foundation Trust is committed to offering leadership and improvement training to all new employees. This training program is designed to enhance our staff's understanding of leadership and management skills. Participation in the following training sessions is expected:

  • Your Leadership Impact
  • Leading Your Team to Success
  • Service Improvement for Beginners
  • Developing Your Service Improvement Skills

The leadership and improvement program aims to:

  • Explore leadership within the NHS
  • Promote Trust values and behaviors
  • Enhance your leadership effectiveness and skills
  • Equip you with the knowledge and skills necessary to lead and implement service improvements within your role.

Upon completion of these training sessions, you will have the opportunity to explore further leadership and improvement training options. We also provide additional in-house courses and short programs through our Leadership and Improvement Team.

Job Responsibilities

For a detailed overview of the main responsibilities associated with this role, please refer to the full job description and person specification document(s).

Person Specification

Qualifications & Training

Essential

  • GCSE in Maths and English (A-C/4-9) or Functional Skills (level 2).
  • Familiarity with secretarial and administrative procedures and systems, primarily non-routine, acquired through training and experience to Vocational Level 3 or equivalent; plus knowledge of specialized functional/medical/legal terminology, organizational policies, and procedures, as well as experience in addressing non-routine issues such as problem-solving for a specific area of work or developing alternative or additional procedures.

Knowledge & Skills

Essential

  • Proficient in the MS Office Suite.
  • Understanding of policies and procedures related to the handling of confidential data, both personal and organizational.
  • Working knowledge of filing/data systems, including records management.
  • Ability to analyze information from various sources.

Experience

Essential

  • Proven experience in a role as an Executive Assistant or similar position.
  • Experience in diary management.

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