Personal Assistant

We are seeking to recruit a Part-time administrator (18.75 hours per week) with considerable experience of supporting Assistant Directors and Senior Managers. You will be a member of and support, a dynamic Basildon and Brentwood leadership team with a main role of supporting the Assistant Director of Adult Community Services. Our leadership team including the Personal Assistants work in an hybrid way to deliver a comprehensive administration and support service. We are based in Phoenix House, Basildon. Working hours / days will be negotiated with the successful individual however we also offer flexible working opportunities.

The post holder will provide a responsive and efficient administrative service to meet the needs of the team. The post holder will use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.

The post holder will be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions. The post holder will be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.

Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focusing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex

Probationary Period

Provide a high quality confidential and comprehensive administrative service.

Manage the diary and make decisions on behalf of the Integrated Care Director 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.

Co-ordinate absence/study leave

Manage Bands 2 and 3 staff with regular supervision

Assist with recruitment and selection of staff

Ability to take dictation/transcribe from audio dictation, including medical reports.