Personal Assistant

7 days ago

Basildon, United Kingdom NELFT North East London Foundation Trust Full time

Job summary

The Senior Administrator and Personal Assistant will play a pivotal role in providing high-level, proactive administrative support to the Head of Service for mental health support teams in Essex. This role is essential in ensuring that senior staff members can operate effectively and focus on strategic priorities by managing their administrative workload. The role involves a mix of traditional personal assistant responsibilities alongside high-level project and office management tasks. It requires a dynamic individual who is comfortable with multitasking, problem-solving, and adapting to the evolving needs of a fast-paced community mental healthcare environment.

We are specifically looking for someone who has:

- Experience in an administrative or PA role, ideally within the healthcare or public sector.

- Strong organisational and time management skills, with the ability to handle multiple priorities.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

- Excellent written and verbal communication skills, with attention to detail.

- Discretion and ability to handle sensitive information confidentially.

- Proactive, flexible, and able to work independently as well as part of a team.

Main duties of the job

Alongside the attached job descritpton please ensure your personal statmenent reflects your experience in the following areas:

Manage and coordinate complex diaries for senior leaders, scheduling meetings, appointments, and events. Prepare agendas, take minutes, and follow up on action points for meetings. Draft, review, and distribute correspondence, reports, and other documents on behalf of senior staff. Serve as the first point of contact for internal and external stakeholders, handling inquiries professionally and efficiently. Support project management by coordinating tasks, tracking progress, and ensuring deadlines are met. Maintain and organise electronic and paper records, ensuring information is accessible and up-to-date. Handle confidential information with the utmost discretion and in compliance with NHS policies. Assist with budget tracking, expense processing, and procurement tasks as required. Identify and implement process improvements to enhance administrative efficiency within the team. Liaise with other departments and teams to ensure smooth communication and collaboration.

About us

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

This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).

Please see the NELFT recruitment video which explains more:

Higher Cost Allowance

This post has a base of Phoenix House in Basildon and also attracts payment for High Cost Area Supplement of 5% of the basic salary (minimum payment of £1,258 and a maximum payment of £2,122 per annum pro rata).

Job description

Job responsibilities

Diary and Time Management

- Efficiently manage complex diaries, including scheduling, rescheduling, and prioritising appointments to maximise productivity. - Coordinate and prepare schedules for internal and external meetings, ensuring adequate time for travel and preparation. - Handle last-minute schedule changes effectively and communicate updates to relevant parties.

Meeting Coordination and Minute Taking

- Organise and coordinate meetings, both virtual and in-person, with stakeholders, ensuring logistical needs are met. - Prepare meeting agendas, circulate relevant documents in advance, and ensure all attendees are well-briefed. - Attend meetings, take comprehensive minutes, and manage follow-up actions, ensuring that outcomes are documented and tracked.

Document Preparation and Correspondence

- Draft, proofread, and format high-quality reports, presentations, emails, and other documents on behalf of senior leaders. - Manage incoming and outgoing correspondence, prioritising communications and drafting responses as necessary.

Project and Task Management

- Support senior staff with project coordination, managing timelines, tracking deliverables, and ensuring key milestones are met. - Develop and maintain project documentation, providing regular updates on project status and highlighting any issues or delays.

Office and Information Management

- Oversee the organisation and maintenance of electronic and paper files, ensuring that records are up-to-date and compliant with NHS guidelines, such as incoming referrals. - Identify and implement improvements to streamline office operations and increase efficiency.

Additional Administrative Support

- Provide ad hoc support to other members of the administrative team during peak periods or staff absences. - Undertake any other reasonable administrative tasks required to support the objectives of the team and senior leadership. Provide supervision to junior members of staff where appropriate.

Certificates of Sponsorship

Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system.

Use of AI

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Person Specification

Experience

Essential

Administrative experience of working in a busy environment Experience of Supervising Administrative Staff Minute Taking Skills

Desirable

Excellent typing, email and Microsoft office skills Has worked within NHS and has experience of systems such as Healthroster, Systmone, eProcurement etc.

Communication

Essential

Good interpersonal and telephone skills

Knowledge

Essential

Understands eProcurement System Healthroster Use

Qualifications

Essential

Administrative / Business qualification

  • Personal Assistant

    2 months ago

    Basildon, United Kingdom CV-Library Full time

    A client of ours in the Basildon area are recruiting a Personal Assistant to the MD to join their team. This is a full-time permanent position working 37.5 hours Monday - Friday and paying a negotiable salary depending on experience. Reporting to the MD, key duties include but are not limited to: Using Teams telephone system Administrative support and...

  • Personal Assistant

    2 months ago

    Basildon, United Kingdom CV-Library Full time

    Personal Assistant to Managing Director Required! Our client is a design and manufacture of specialised process and packaging equipment. They serve a variety of industries, including Pharmaceutical, Aerosol, Coatings and Adhesives offering a full range of services such as designing, testing, supplying, and commissioning the equipment. On behalf of our...

  • Personal Care Assistant

    13 hours ago

    Basildon, Essex, United Kingdom Alina Homecare Full time

    A career as a Personal Care Assistant with Alina Homecare offers a unique opportunity to make a real difference in people's lives. As a Personal Care Assistant, you'll be responsible for assisting clients with daily living tasks, such as personal care, meal preparation, and housework.No previous experience is required, as we provide comprehensive training to...

  • Personal Assistant

    5 months ago

    Basildon, United Kingdom NELFT NHS Foundation Trust Full time

    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...

  • Personal Assistant

    5 months ago

    Basildon, United Kingdom Laindon Medical Group Full time

    Job Overview: **Responsibilities**: - Perform data entry tasks accurately and efficiently - Provide organisational support by managing schedules, appointments, and travel arrangements - Handle phone calls and correspondence with professionalism and discretion - Assist with office tasks such as filing, copying, and scanning documents - Maintain basic...

  • Personal Assistant

    6 months ago

    Basildon, United Kingdom Leonardo UK Ltd Full time

    We are looking for a highly organised Personal Assistant to join our dynamic administrative team supporting the Leadership Team across our Southampton and Basildon sites. You will be warmly welcomed into the fold and expected to carry out a number of duties, outlined below using your skillset and experience; **_ What you’ll do as a Personal...

  • Personal Assistant to MD

    2 months ago

    Basildon, United Kingdom CV-Library Full time

    We are seeking a highly organised and proactive Personal Assistant to support the Managing Director at our headquarters in Basildon. This role is pivotal in ensuring the smooth management of the MD's daily tasks and interactions, requiring excellent time management, multitasking, and communication skills. Key Responsibilities of this PA...

  • Personal Care Assistant

    2 months ago

    Basildon, Essex, United Kingdom beBee Professionals Full time £20,000 - £25,000

    Job SummaryWe are seeking a compassionate and dedicated Care Assistant to join our team at beBee Professionals in Basildon. As a Care Assistant, you will play a vital role in providing support and direct care to our clients, enhancing their quality of life on a daily basis.Key ResponsibilitiesAssist clients with daily personal tasks, such as bathing,...

  • Personal Care Assistant

    5 months ago

    Basildon, United Kingdom Beaumont Home Care Full time

    **Job Title**: Care Assistant **Company**: Beaumont Home Care **Location**: Brentwood and Surrounding Areas **Job Type**: Full-Time/Part-Time (Shift Work) **About Beaumont Home Care**: Beaumont Home Care is dedicated to enhancing the lives of our clients by providing high-quality, personalised domiciliary care. We serve the Brentwood area and its...

  • Personal Assistant to Director

    3 weeks ago

    basildon, United Kingdom Hays Full time

    Typical Duties - Ensure the smooth operation of daily activities - Telephone communication, using TEAMS telephone system - Administrative support, calendar management, organising and maintaining appointments, meetings, and travel plans - Meeting coordination, scheduling, preparing agendas and minutes - Typing correspondence and documents - Booking, planning...

  • Personal Assistant to Director

    3 weeks ago

    Basildon, United Kingdom HAYS Full time

    Typical Duties- Ensure the smooth operation of daily activities- Telephone communication, using TEAMS telephone system- Administrative support, calendar management, organising and maintaining appointments, meetings, and travel plans- Meeting coordination, scheduling, preparing agendas and minutes- Typing correspondence and documents- Booking, planning and...

  • Personal Assistant to Director

    3 weeks ago

    Basildon, United Kingdom Hays Full time

    Typical Duties- Ensure the smooth operation of daily activities- Telephone communication, using TEAMS telephone system- Administrative support, calendar management, organising and maintaining appointments, meetings, and travel plans- Meeting coordination, scheduling, preparing agendas and minutes- Typing correspondence and documents- Booking, planning and...

  • Corporate Personal Assistant

    5 months ago

    Basildon, United Kingdom Mid and South Essex NHS Foundation Trust Full time

    An exciting and challenging opportunity has arisen in the Corporate Directorate to work alongside the Site Leadership Team based at Basildon Hospital, supporting the Director of Nursing and Medical Director for Care Group 1. We are seeking an experienced Personal Assistant with excellent communication and interpersonal skills who can comfortably liaise with...

  • Personal Assistant to Deputy Director

    4 weeks ago

    Basildon, United Kingdom NELFT NHS Foundation Trust Full time

    Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas. The...

  • Personal Assistant to Director

    3 weeks ago

    Basildon, UK, Essex, United Kingdom HAYS Full time

    Typical Duties- Ensure the smooth operation of daily activities- Telephone communication, using TEAMS telephone system- Administrative support, calendar management, organising and maintaining appointments, meetings, and travel plans- Meeting coordination, scheduling, preparing agendas and minutes- Typing correspondence and documents- Booking, planning and...

  • Personal Care Specialist

    5 days ago

    Basildon, Essex, United Kingdom Alina Homecare Full time

    Job DescriptionWe are seeking a Personal Care Specialist to join our team in Basildon. As a Personal Care Specialist, you will provide high-quality personal care and support to our clients, enabling them to live independently in their own homes.Responsibilities:Provide personal care, such as washing, dressing, and toiletingAssist with meal preparation and...

  • Personal Care Worker

    1 month ago

    Basildon, Essex, United Kingdom beBee Professionals Full time £20,000 - £25,000

    As a Care Assistant at beBee Professionals in Basildon, you will have the opportunity to make a real difference in the lives of our clients.Key Responsibilities:Provide personal care and support to clients, including assistance with daily tasks such as bathing, dressing, and eating.Help clients with medication administration and monitor their health-related...

  • Personal Lines Trainer

    2 days ago

    Basildon, Essex, United Kingdom Adore Recruitment Full time

    Adore Recruitment is seeking a highly motivated Personal Lines Trainer to join our team. As a Sales Advisor Trainee, you will undergo a comprehensive training programme that will equip you with the skills and knowledge required to train and advise customers on Personal Lines Insurance products.About the RoleYour key responsibilities will include:Delivering...

  • Renaissance Asset Finance

    5 months ago

    Basildon, United Kingdom Arbuthnot Latham Full time

    *** Renaissance Asset Finance (RAF) provides unregulated fixed term finance to its chosen customer market of small and medium sized enterprises and high net worth individuals. These are generally introduced to RAF via a network of brokers with whom RAF establishes close working relationships. A large proportion of assets financed by RAF comprise of higher...

  • Personal Care Specialist

    2 months ago

    Basildon, Essex, United Kingdom beBee Professionals Full time £20,000 - £25,000

    Job SummaryWe are seeking a compassionate and dedicated Care Assistant to join our team at beBee Professionals in Basildon. As a Care Assistant, you will play a vital role in providing support and direct care to our clients, enhancing their quality of life on a daily basis.Key ResponsibilitiesAssist clients with daily personal tasks, such as bathing,...