Personal Assistant inStockport inStockport PUBLISHED
WED 23 OCT 2024
Stockport NHS Foundation Trust rEuvsziL
Key responsibilities include acting as the first point of contact for communications, managing complex and sensitive information, preparing meeting materials, and overseeing administrative support for senior-level meetings. The Personal Assistant will also support budget monitoring, assist in the recruitment process, and ensure compliance with trust policies concerning safeguarding and confidentiality. Candidates should possess good judgment, initiative, and the ability to anticipate the needs of the Directorate Managers. A Standard DBS check is required for the position.
FULL TIME POST - 37.5 HOURS A WEEK
An exciting opportunity for a positive and professional candidate wanting to develop their skills within the administrative and secretarial environment. The role will be to provide comprehensive secretarial support primarily to the Directorate Managers and Matrons within the Medicine and Urgent Care Division.
A Personal Assistant is required to support the Directorate Managers and Matrons within the Division.
To provide an excellent secretariat and planning function. Including providing a quality diary management service, ensuring that deadlines are met, that all correspondence and documentation is produced to highest standards of accuracy, and that clear systems and procedures are in place for managing documents and dealing with emails. Servicing of meetings and minute taking is an integral part of the role and skills in this area must be to an exceptional standard.
The post holder will demonstrate good organisational skills and have the ability to prioritise their own workload under pressure and use their own initiative and undertake additional work as required.
They must also be able to provide a courteous and diplomatic point for enquiries.
The post holder must be able to maintain a total level of confidentiality and be able to understand and act on complex information.
If you are reliable, discreet, and diplomatic and possess the qualities outlined above, we would like to hear from you.
About us
Act as first point of contact for all communications to the Directorate Managers and deal with all such communications appropriately, including exchange of sensitive or contentious information.
Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or matters of commercial confidence.
To provide an administration and secretarial service to Directorate Managers and members of the Senior Management Team on a day-to-day basis.
An excellent level of communication and relationship skills required to liaise with external organisations, to deal with a wide range of contacts e.g. members of the public, Trust and Trust Directors and a range of members of other organisations e.g. local authorities and voluntary groups.
To provide administrative support to committees and senior level meetings, including the provision of papers, information and arrangements including catering/venue/access/equipment requirements. Be responsible for taking minutes and ensuring appropriate follow up action is taken.
Be responsible for the effective management of electronic diaries, using own judgement to make necessary adjustments to ensure the Directorate Mangers can carry out their duties and that their time is focused and maximised at all times. Resolving conflicting appointments and arranging urgent meetings, which arise on a day-to-day basis.
Prepare papers received via email prior to the meeting and confirming attendance or registering apologies. Check emails for request for attendance at meetings, acting independently co-ordinating availability as appropriate, re-arranging existing meetings to accommodate where required. Acting on initiative, reply as necessary. Anticipate the needs of the Directorate Managers, by arranging travel, finding directions or arranging accommodation if necessary.
Prepare non stock orders requisitions for specialist goods and any ad hoc orders. Sourcing products and acquiring prices from suppliers and liaising with procurement team on lead times for delivery, and/or raise appropriate items on the organisations purchasing system.
Support budget holders in the monitoring of annual call off purchase orders for specialist services and raise non stock order requisitions accordingly.
To support on the recruitment process for administration posts including short listing, interviewing, interview questions/test setting.
Monitor sickness absence for the Divisional Admin team and record for analysis and reporting via the Trust system.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £21.90. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £13.
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