Pa

We require a skilled PA to provide full PA and Secretarial support to senior managers and the Heads of Services for a local NHS Trust. The post holder will need to ensure discretion and confidentiality at all times.

- Main duties:
To provide project support to work streams and transformational work within the HR/OD directorate as required.

To provide full PA and secretarial support to the Deputy Director of HR/OD and the Heads of Workforce Development and HR. Some correspondence may be sensitive and must be dealt with ensuring discretion and confidentiality at all times including:

- word processing - typing (including audio) of general correspondence and reports
- creating and designing presentations using PowerPoint
- data input using databases, spreadsheets
- arranging meetings, including minuting of the same and chasing action as required
- internet use for information and document retrieval
- mail outs
- photocopying and distribution

To establish robust systems and processes that support the efficient

working of the senior team including filing and bring forward systems.

To effectively manage the diaries of the senior team, ensuring meetings to

do clash and that the appropriate arrangements for travel, room bookings

are made.

To deal with phone calls from other staff, members of the public and

external departments or agencies, responding in a tactful and courteous

manner, making decisions about what information to convey and within

what timescales.

To establish good working relationships with both internal and external

service users.

To provide cover on an ad-hoc basis for other members of the

administrative team, when appropriate, especially at times of annual/sick

leave to deal with peaks in workload. In conjunction with other PAs,

ensure that the Trust has full secretarial and telephone support. To deal

with these interruptions to current pieces of work and adapt to the breaks

in concentration.

To undertake work of a confidential nature which must be carried out with

maximum discretion and diplomacy.

To take a proactive approach in planning and be responsible for organising

multidisciplinary meetings and conferences/events management,

including:

- Arranging speakers
- Booking catering, room hire, equipment, and travel
- Preparation of paper and agendas
- Taking of minutes as required and chasing agreed action

To set up and maintain data based records and provide spreadsheet

information as required.

To contribute positively to decisions around service changes within the

Directorate.

To manage and schedule own workload in order to meet deadlines and

timescales, identifying and managing any risks to quality.

To be responsible for diary management including organising

appointments, maintain and update calendars of the Deputy Director

HR/OD and the Heads of Workforce and HR.

documents as appropriate. To generate own correspondence as required

in response including acceptance to invites, turning down invites,

redirecting enquiries.

To devise and implement effective office procedures in relation to filing

(both electronic and paper), mail, telephone and message systems etc..

To make travel (including taxis) and hotel arrangements for members of

the team in accordance with the Trust’s Policies and Procedures.

To manage bring forward systems for the Deputy Directors HR/OD and the

Heads of Workforce Development and HR.

To maintain and manage annual leave and sickness records for members

of the Directorate as requested, in line with the Trust’s Policies and

Procedures.

With appropriate guidance and advice, authorise invoices on behalf of the

Deputy Director HR /OD.

Please note this is a role to cover 3-6 months but could be extended. Hours of work are 37.5 hours a week. The role is predominantly a work from home role, but occasional travel to site to attend meetings will be required.

Taskmaster Resources is operating as a recruitment business for this role.