Personal Assistant

**Personal Assistant** **Location**: North West London **Job Type**: Temporary **Duration of booking**: This is a temporary booking expected to be for 3 months and maybe longer **Proposed start date**: ASAP **Sector**: Healthcare **Base**:Healthcare Clinic for Gender Identity **Band**: 4 **Pay Rates**: £12.00 to £13.00 paye including holiday or £13.00 to £14.00 umbrella per hour depending on skill and experience All of the rates are depending on skill and experience **Working Days and Hours**:Monday to Friday, 9am to 5pm 37.5 hours **Remote working option**: Not an option **Job Purpose** Acting as PA to the GIC executive board, the post holder will provide full administrative support including diary management, committee administration, arranging travel and supporting the preparation of documents and reports for those within their remit.The post holder must be adept at planning and prioritising to a high level, experienced at effective management of diaries and using judgement when balancing competing and complex commitments. Working within the clinic they will be flexible in proving supportto the rest of the team where necessary. The post holder should have a "can do" attitude and be able to plan ahead to ensure the Director and others in their remit are adequately supported. **Duties** - Act as the main point of contact for those within their remit - Responsible for maintaining and managing the diaries of those on the Board. - Developing an excellent understanding of the priorities of each individual to enable effective diary management and support - Taking phone calls on behalf of the above, taking accurate messages and communicating these to individuals - Liaison with a wide range of staff and external professionals including those at a senior level - Manage requests for meetings appropriately, challenging where necessary - Act proactively to ensure that all are prepared for meetings and other events taking place including preparation of relevant documentation well in advance, for example working with contracts to ensure the correct information is shared for billing. - Aware of and able to bring to the attention of the Exec board outstanding requests and items that need their attention supporting them to prioritise their time - Co-ordinate and set up meetings and interviews taking informed decisions of what activity and meetings can and cannot be moved - The post holder is responsible for arranging cover to service meetings and committees in their absence. - Respond to incoming and outgoing communications both verbally and in writing - Create, manage and maintain Excel spreadsheets ensuring their accuracy for use in reporting. - Assist with appropriate invoice coding and goods ordering when necessary using the online procurement system (SBS). - Managing the TRAC system for recruitment purposes on behalf of the members of the Exec Board. - Making travel arrangements - Assist in the organisation of events. - Ensure filing systems are in place and maintained. - Arrange catering for meetings - Assist the Exec board with ad-hoc projects that come into the clinic. - Assist the Exec board with reporting writing, formatting and editing - Work with others in the administration managers to ensure smooth running of the Exec boards diaries and daily work load - Undertaking any additional duties as required by the Exec board, including cover for sickness and annual leave for other administrative staff. **Knowledge, Skills and Experience** - Should be educated to Diploma ('A’ level)/ Degree level/Equivalent experience - ECDL qualification or equivalent in computer training - Experience and excellent skills in using Microsoft Office programs including Outlook, Word, Excel and PowerPoint Ability to write and present correspondence to a professional standard using Word for Windows - Excellent communication and negotiation skills both verbal and written with patients, staff and external professionals - Skilled in minute taking and committee administration - Knowledge of computerised diary systems - Experience of problem solving and devising solutions - Strong communication skills, both written and verbal - Ability to prioritise and organize tasks - Ability to work collaboratively with others - Able to be proactive in identifying tasks that need to be able to be completed - Ability to work on own initiative and maintain confidentiality - Able to work with mínimal supervision