Personal Assistant

5 days ago

Luton, United Kingdom East London NHS Foundation Trust Full time

We are looking for a number of full-time and part-time experienced or aspiring Personal Assistants to support our Corporate team of Directors, Consultants and Operational Managers in Bedford & Luton.

To provide high level proactive, comprehensive and confidential support to assistant directors, directors and managers in the directorate.

To communicate with both internal and external clients and maintain excellent working relations and a professional image of the trust at all times.

You will work collaboratively with other EA/PA's and Senior Administrators, and benefit from their knowledge and support.

You will be supported through individual and group supervision.

There is also ample opportunity to develop in your role, taking up short and longer training courses to enhance your learning. There are lots of opportunities for you to get involved and add value to the services provided by the Service/Trust through getting involved in quality improvement and the Trust Network groups.
- To organise and plan the workload of the director/manager by negotiating with internal and external colleagues to fulfil diary commitments.
- Responsible for co-ordination between the Director, Assistant Directors and senior managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders.
- Accountable for producing agendas and papers, taking formal and informal minutes/action notes on laptops where possible and distributing them within the required time-frame as appropriate liaising with meeting attendees to ensure any actions are followed.
- To prioritise in the absence of the designated directors/managers to ensure calls and queries are redirected to the appropriate designated person in a timely and appropriate manner.
- Source and gather information to assist the Directors in prioritising their workload effectively to ensure deadlines are met.
- Where appropriate postholder is responsible for drafting response letters on behalf of the directors/managers.
- Responsible for maintaining an effective communication system including creating and maintaining a database of key contacts for the relevant work-streams within the directorate for liaison with colleagues in other NHS organisations, the Department of Health, Ministers, Government offices and key stakeholders.
- Create and maintain effective working relationships with staff at all levels, internal and external, NHS and Non NHS organisations across the whole health economy, locally and nationally.
- Provide and organise cover arrangements as necessary to ensure the Directorate office functions are organised effectively during periods of leave.
- To ensure confidentiality and professionalism is maintained in carrying out personal duties.
- To participate in team meetings ensuring two-way communication is established and maintained throughout.
- Provide cover for the agency returns and medical rotas.
- Be a member of the minute taking rota; covering meetings. Investigation and hearing minutes when required.

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