Personal Assistant

3 weeks ago

Southampton, United Kingdom Southern Health NHS Foundation Trust Full time

Job summary

To support named Divisional Directors or senior leadership team members within the Division in all aspects of business management activity relating to functions and responsibilities, including the development and management of a comprehensive and efficient PA support service. To line manage and support administration staff as identified by the Administration Manager

Main duties of the job

To take a lead in developing and co-ordinating the key areas of business for the named individuals within the Southampton Division by being proactive in ensuring relevant information is obtained, organised and collated in timely manner.

To manage the diaries of the named individuals within the Southampton Division. To exercise judgement and discretion in the day to day handling, monitoring and filtering appointments, enquiries and office time and act proactively where potential clashes/pressures are identified.

To prepare, on own initiative, agendas and taking minutes at specified meetings as required.

Plan and organise conferences, meetings and development events including Away Days and any special events as required by named individuals.

To provide cover for annual leave, sickness and training for other admin staff as and when required.

To provide accurate reports on investigations that are taking place within the Service as assigned to the named individual. To liaise with all parties involved, setting up meetings and sending out correspondence.

Liaise and communicated effectively with internal and external organisations, staff and service users and carers as required such as Clinical Commissioning Groups, Local Authorities, Royal College of Nursing, GMC and UNISON.

Manage on-call rosters within scope of responsibility, ensuring timeliness and robust management and planning of the roster.

To build an effective network with key administrative staff within the Trust.

About us

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're wholeheartedly committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to integrate all our collective community, mental health, and learning disability services. Our new organisation, to be known as Hampshire and Isle of Wight NHS Foundation Trust, is set to launch in July 2024.

The transformation will happen in staggered stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning in early May 2024. The final combination of Southern Health and Solent Trusts is anticipated to occur in July 2024, when the new organisation will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.

Job description

Job responsibilities

Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.

We are happy to talk Flexible Working - all requests for flexible working options can be discussed as part of the interview process.

Person Specification

Qualifications

Essential

RSA III or Word Processing or experience to produce documents to this standard High level of knowledge equivalent to Senior Secretarial Certificate/Diploma or equivalent practical experience English Language GCSE or equivalent Maths GCSE or equivalent experience ECDL or equivalent IT qualification Experience (general/specific) In depth experience in a PA/secretarial role to a senior manager Experience of working as part of a collaborative team with shared cover arrangements Experience of working without direct supervision Experience of working in an environment under pressure and to strict deadlines Previous experience of working within an NHS Department To be able to work effectively as part of a team Accuracy and attention to detail Good interpersonal and customer services skills Good standard of literacy and numeracy Good organisational and prioritising skills to manage conflicting demands Ability to maintain professionalism and remain calm in a busy and pressured environment Good interpersonal and customer services skills Ability to use own vehicle to travel to Trust sites Effective time and diary management Ability to work flexibly to meet the needs of the service, cover for annual leave, sickness and training Ability to visit other Trust sites as required

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