Personal Assistant to Senior Management Team

2 months ago

Stockport, Stockport, United Kingdom Stockport NHS Foundation Trust Full time

About the Role

We are seeking an experienced and skilled Administrative Assistant to provide professional and comprehensive support to the Directorate Managers within the Medicine Division at Stockport NHS Foundation Trust.

Key Responsibilities

  • Act as the first point of contact for all communications to the Directorate Managers and deal with all such communications appropriately.
  • Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex.
  • Provide an administration and secretarial service to Directorate Managers and members of the Senior Management Team on a day-to-day basis.
  • Liaise with external organisations, deal with a wide range of contacts, including members of the public, Trust and Trust Directors, and other organisations.
  • Provide administrative support to committees and senior level meetings, including the provision of papers, information and arrangements.
  • Manage electronic diaries, using own judgement to make necessary adjustments to ensure the Directorate Managers can carry out their duties.
  • Prepare papers received via email prior to the meeting and confirm attendance or register apologies.
  • Anticipate the needs of the Directorate Managers, by arranging travel, finding directions or arranging accommodation if necessary.
  • Prepare non-stock orders requisitions for specialist goods and any ad hoc orders.
  • Support budget holders in the monitoring of annual call-off purchase orders for specialist services.
  • Monitor sickness absence for the Divisional Admin team and record for analysis and reporting via the Trust system.

Person Specification

  • Good General Academic education to GCSE level.
  • RSA III or equivalent - typing.
  • NHC Business Administration / NVQ Level 3 or equivalent.
  • Knowledge of a full range of administrative and organisational policies and procedures.
  • Intermediate knowledge of all Microsoft Packages (Word, Excel, Access, PowerPoint).
  • NHS Background or an understanding of the NHS.
  • Understanding of operational pressures relating to the areas supporting.
  • Demonstrable experience as a Personal Assistant at a senior level.
  • Experience of working as a team member.
  • Proven experience of prioritising work and meeting deadlines.
  • Experience of taking minutes of meetings.
  • Previous NHS Experience.
  • Excellent Interpersonal and communication Skills.
  • Ability to organise and prioritise own workload.
  • Ability to produce accurate, well-presented documents to a high standard with a quick turnaround.
  • Able to work under pressure and to tight deadlines.
  • Use of initiative and ability to work unsupervised in a constantly changing environment.
  • Understanding of confidentiality issues and the use of discretion.
  • Ability to analyse and data check.

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