Personal Assistant

6 days ago

Basildon, United Kingdom NELFT NHS Foundation Trust Full time

We are looking forward to working with someone who is keen to be part of a team and able to be responsive and work with the assistant director to turn around pieces of work that require short deadlines. You need to be organised and tenacious and be confident in diary management and microsoft teams skills.

We like to work with our team to generate a sense of support and fun while getting the job done. If you are a hard working, dynamic individual we would love you to apply.

Diary Management

Co-Ordinating responses from teams for short time turn around pieces of work

Supporting the Assistant Director with Healthroster, Procurement, Easy Expenses

Working with teams to ensure compliance with action plans, appraisals, supervision and training
- Putting people first
- Prioritising quality
- Being progressive, innovative and continually improve
- Being professional and honest
- Promoting what is possible - independence, opportunity and choice
- Provide a high quality confidential and comprehensive administrative service.
- Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments.
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
- Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site.
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
- Assist with recruitment and selection of staff
- Ability to take dictation/transcribe from audio dictation, including medical reports.

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