Personal Assistant

1 day ago

Plymouth, United Kingdom Hampshire And Isle Of Wight Healthcare Nhs Foundation Trust Full time

Job summary We are looking for a highly motivated, approachable and experienced Personal Assistant to join our Adult Mental Health Team.
Our priority is finding the right type of person who shares our values and puts patients at the core of everything we do, whilst working together as a team and always improving; someone with the ability and attitude to grow and develop in the organisation and is a valued member of our team.This role supports Heads of Service which means that you will need to have impeccable attention to detail, a vast knowledge of our services and priorities and a great sense of professionalism when liaising with senior management and external stakeholders.
You must be able to multitask and prioritise and you will be an integral part of the team, responsible for supporting members of the senior leadership team.
You will support with day to day tasks, ensure processes are run smoothly, minute taking, and the management of action trackers along with other administration support noted in the job description attached.You will have a caring and courteous manner and enjoy working with a variety of staff of different levels.
You will also need to be able to work unsupervised and at peak times able to prioritise a varied workload supporting other PAs and members of the admin team to ensure we deliver a robust service.Please note the hours for this role are 28 per week.
Main duties of the job To provide direct Personal Assistant support to two Heads of Service including daily diary management.
Arranging various senior management and business meetings, involving the co-coordination of attendees' diaries, venue, and any hospitality bookings.Responsible for the smooth running of all relevant meetings to ensure appropriate decision making and robust audit trail of key decisions is kept and to provide administrative support to such meetings.Preparation of presentations on Microsoft PowerPoint, creating and maintaining spreadsheet reports and charts using Excel.Book courses, conferences, and workshops, arranging appropriate travel and accommodation where necessary.Responsible for the management of effective filing systems including complex diary management and robust filing systems, adhering to the Trust policies.Provide a first point of contact for all face to face, telephone and any virtual enquires from a broad spectrum of people, including staff at all levels both from within and outside of the Trust and external agencies, providing a highly professional confidential messaging service, taking follow up action as appropriate.To provide excellent administrative and secretarial support, using appropriate software packages (this will include audio typing / speed writing or shorthand).
Working to strict timescales and to a very high standard of accuracy, using typing templates, in line with Trust guidelines.
Documents include minutes and agendas, reports, and correspondence.
About us Hampshire and Isle of Wight Healthcare NHS Foundation Trust is a newly established organisation, bringing together expertise from across mental health, learning disabilities, community, and physical health services.
We are dedicated to delivering compassionate, high-quality, and accessible care to the diverse communities of Hampshire and the Isle of Wight.With over 13,000 dedicated staff working across more than 300 sites, we place patients and staff at the centre of everything we do.
Our goal is to create an integrated healthcare system that improves accessibility and ensures more consistent care for patients.
By working together, we aim to improve patient outcomes, drive innovation, and meet the unique needs of the populations we serve.Our Trust unites services from Southern Health, Solent NHS Trust, Isle of Wight NHS Trusts community and mental health teams, as well as Hampshire CAMHS, originally part of Sussex Partnership NHS Foundation Trust.
This transformation enables us to deliver more seamless care across the region, ensuring that patients receive the right support, in the right place, at the right time.Join us as we embark on this exciting journey to shape the future of healthcare across Hampshire and the Isle of Wight.
We are deeply committed to our CARE values of compassion, accountability, respect, and excellence, and offer outstanding opportunities for career development, training, and collaborative working.
Job description Job responsibilities Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.
Person Specification Qualifications Essential -A good standard of education including 5 GCSE passes at grade C/grade 4 or above including English and Mathematics (or equivalent).
-NVQ/Diploma level 3 as minimum in Business Administration or equivalent qualification or experience.
-High level of computer literacy including excellent knowledge of Microsoft packages.
-RSA III in Typewriting / Word Processing (equivalent) or recent experience.
Experience Essential -Senior Secretary experience at Senior Management / Director level.
-Diary management at a Senior management / Director level, including identifying venues, booking of courses, conferences, workshops and setting up MS Teams meetings.
-Meeting administration and accurate minute taking.
-Ability to use initiative and prioritise.
-Experience in undertaking small projects.
-Recent PA experience or equivalent.
-Self-motivated with the ability to work independently, using own initiative and be pro-active in resolving issues to ensure delivery of set targets -Effective communicator both orally and written, with the ability to working with people and teams being, approachable, assertive, courteous, tactful and diplomatic -Exceptional time management with experience of working to tight and often changing timescales -Being flexible and adaptable at work to meet competing priorities.
-Highly skilled in the use of computers with knowledge and proven proficiency in Microsoft Office including Word, Outlook, Excel, PowerPoint; with experience in using internet systems and some knowledge of databases.

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