Personal Assistant

**Personal Assistant - Healthcare Sector**

**Location**: Salisbury

**Parking**:Not Specified

**Job Type**: Temporary

**Duration of booking**:
**Proposed start date**: Expected to last 3 - 6 months

**Sector**: Healthcare

**Base: Hospital**

**Band**: 4

**Pay Rates**:£12.50 Paye inclusive of Holiday Pay

**Working Days and Hours**:Monday to Friday, Part Time or Full Time Available

**Job Purpose**

To provide a comprehensive, high quality organisational and administrative

support to the Divisional Director and Divisional Management Team for the Medicine

Division. Able to work on own initiative, accountable for own actions. Work is managed rather than supervised**.**

**Duties**
- Providing PA and administrative support to Medicine Division Management Team
- Organising and maintaining a bring-forward system to ensure that all relevant documentation is collated for the management team’s activities
- To be the first point of telephone contact for the management team
- Provide and receive complex information. Exchange confidential, sensitive or contentious information with staff, patients and carers
- To handle complaints calls effectively in conjunction with Customer Care. Exercise judgements when dealing with patient, staff, external contacts/client enquiries
- To track complaint investigations with complaints handlers and support in delivery of prompt turnaround times
- Authorised signatory for small cash financial payments and for purchase of physical assets in line with Standing Financial Instructions
- Raising Purchase Orders on Oracle for approval
- Undertake surveys or audits as necessary to own work. Completes e.g. staff surveys
- Manage corporate procedures such as; absence returns, payroll returns in line with Trust policies to maintain a cohesive and efficient corporate function
- Implement secretarial policies and propose changes to working practices for own work area
- Plan and organise complex activities, some of which require adjustment. This includes coordinating the arrangements for in-house conferences/ workshops/ training events to ensure a successful and productive event
- Responsible for the administration of allocated internal meetings. Preparing agendas and sending out with supporting paperwork prior to the date of the meeting. Ensuring that all in attendance are aware of their time-slot
- Transcribes formal minutes ensuring an accurate reflection of the meeting. Creates and maintains meeting action logs using spreadsheets ensuring the relevant director/ action owner is aware
- Ensuring that all tasks are performed in an efficient and productive manner and are completed within the specified timescale
- To maintain patient safety through rigorous and consistent compliance with Trust policies for the prevention and control of infection, including hand hygiene. To undertake appropriate mandatory training and updates in infection prevention and control
- Linking in with other Divisional PAs to provide support in times of annual leave/ absence
- Providing advice and support to other PAs / Secretaries within the Trust as requested, for example, advising on style of documents, administrative and organisational procedures, how to arrange complex meetings and other issues as they arise
- Demonstrate duties to new starters
- Actively engage in relevant service improvements
- Undertake any other duties specific to individual management team members as required within the scope of the role

**Education, Qualifications and Training**
- Knowledge of secretarial and administrative procedures and systems required through training to vocational level 3, A-level or equivalent
- Proven senior secretarial experience and knowledge of secretarial procedures.
- Experience of setting up systems and processes.
- Experience of liaising regularly with a range of professional and members of the public.
- Experience of managing sensitive/confidential information.
- Experience in the use of IT systems
- Experience of working in a health care environment.
- Knowledge of specialist function/ relevant practical experience.
- Transcribe minutes of meetings.
- Computer literate and competent use of Microsoft Office.
- Knowledge of data protection and confidentiality requirements.
- Ability to work to deadlines; excellent planning and organisational skills
- Able to act on own initiative within the scope of the role, and ability to use own judgement to a high degree
- Ability to work under pressure and multi-task, prioritising workload as required
- Skilled minute taker
- Excellent team player
- Demonstrates high level of discretion and confidentiality