Personal Assistant

We are looking for **Personal Assistant **who will work for our NHS client in **Rotherham.**

**Job Purpose**:
To provide an effective, proficient and comprehensive PA support service. The role will encompass working proactively to manage your own workload and that of the Executive Directors; either autonomously or as part of a small team to ensure the Executive Directors effectively discharge their corporate responsibilities.

**Key Result Areas and Responsibilities**:

- To provide a comprehensive and professional personal assistant (PA) service, removing unnecessary demands and pressures from the Executive Director
- Assess, prioritise and organise own workload to ensure deadlines are observed and duties performed efficiently
- To produce accurate, high quality correspondence, reports and other documents.
- To ensure good communication channels, both internally and externally on behalf of the Executive Director
- Develop a positive working relationship with the Executive Director and put in place key systems to enable the Executive Director to have access to all necessary documentation, when working on and off site
- Maintain diaries using Microsoft Outlook to maximise and ensure effective use of the Executive Directors’ time. Dealing with short notice planning and last minute changes, exercising good negotiation skills to secure mutually agreed outcomes
- Arranging conferences, multi-organisation events, team meetings etc., using good organisational and problem solving skills
- Operate an effective bring-forward system
- To assess correspondence for priority and actions, ensuring urgent matters are managed accordingly. Where appropriate, compile draft letters and respond on behalf of the Executive Director
- Develop and maintain efficient office support systems and procedures
- Professionally respond to telephone or “in person” callers, using personal judgement to action, problem solve and escalate as required, paying particular attention to confidentiality, information governance and public relations
- Assist the Executive Director by researching, obtaining and preparing information for the production of reports and statistics as required
- Prepare agendas and collate relevant attachments, attend meetings and take accurate minutes and action trackers for meetings chaired by the Executive Director and/or corporate meetings as requested. Ensure venues and technology is appropriately used and agenda, minutes, papers and action logs are distributed in a timely manner in accordance with the departmental committee deadlines. Act as a central point of contact for these meetings.
- When required take notes and minutes for highly confidential and sensitive ad hoc meetings.
- To proactively manage actions required by the Executive following attendance at meetings, ensuring that actions are disseminated to colleagues as appropriate with timely reminders in place for completion of the work
- To proactively forward plan submission of reports to Groups/Committees utilising forward plans, ensuring no surprises when agenda are issued and the call for papers is received. To ensure effective flow of information through the Governance structure this will also entail assessing which Groups and Committees require advance sight of reports
- To proactively forward plan on behalf of the Executive Director
- Undertake ad hoc project work as and when required
- Assist in provision of presentations using Microsoft PowerPoint
- Assist in provision of tabular information as required using Microsoft Excel
- Provision of copy typing as required
- Raise purchase orders as required within the remit of the role
- Manage corporate functions such as recording of annual leave and sickness absence for the Executive Director, as required, following corporate procedures
- Maintain all records (paper and electronic) in accordance with the Trust’s Records and Information Governance procedures. Ensuring version control is maintained across all documentation held by the department
- Embrace technology to support the vision to become paperless and encourage Executive Directors to do the same
- To recognise the need for flexible working and be willing to undertake extra duties as a when required that are commensurate with the grade and responsibilities of the post. This will include providing cover for other PAs within the department
- Actively engage in service improvements.

**Qualifications and Training**:
~ NVQ Level 3 in relevant business or administration or equivalent level of qualification or significant equivalent previous proven experience (e.g. working at Senior Manager/ Director level for a significant length of time)
~ 5 GCSE Grade 3 or equivalent including English and Maths
~ RSA 111 Typing/Word processing or equivalent

**Knowledge**:
~Previous PA experience ata senior level
~Proven experience of working in a busy office environment
~Proven use of Microsoft Office: Word, Excel, Outlook, PowerPoint as a minimum
~Experience of