Personal Assistant inTotnes inTotnes PUBLISHED 21 OCT 2024

We are looking for an innovative and confident individual to join the South Devon Community team in role as Personal Assistant for both the Assistant Director of South Devon and the Community Services Manager (Moor to Sea) . The post holder will require flexibility and experience to be able to manage a fast pace and varied workload.

The role will involve hybrid working and occasional travel around South Devon.

We look forward to hearing from you. Please don't hesitate to phone to discuss this opportunity or to arrange a visit.

• Provide an effective and professional service to enable the Assistant Director and Community Services Manager and their teams to work efficiently. Use tact and diplomacy to encourage effective working across the team and with colleagues
• Undertake effective diary management, prioritising diary commitments on behalf of the Assistant Director and Community Services Manager on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
• Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required
• Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics
• Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary
• Communicate verbally and or in writing to produce confidential and sensitive correspondence
• Manage incoming telephone calls and enquiries and ensure appropriate action is taken
• Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate. To be able to explore effective systems to aid smooth running and organisation of meetings

About us

Working as part of an integrated team within Torbay and South Devon NHS Foundation Trust.

• Provide occasional support to other senior managers
• Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times
• Be fully aware of the implications of and responsibilities under the Health and Safety at Work Act and the Trusts associated policies
• Organising meetings, distributing agendas and taking minutes
• To organise Seminars/Workshops for the Assistant Director and Community Services Manager
• To organise the Assistant Director and community Services Manager emails in a professional and discreet manner
• Proficient use of all Microsoft Office applications, especially running an outlook calender

To be responsible for a high quality customer service function, both face to face, via telephone and in recording contact information, supporting prioritisation of contacts, subsequent feedback and on-going liaison with referrers and relevant othersTo monitor and maintain IT based information systemsTo support Team Leader to undertake change management.To support with audit and accurately record for quality assuranceThere are no direct budgetary responsibilities attached to this post.To support Team Leader to undertake change management.Act as point of contact for community team.To ensure that patients are treated with courtesy, dignity and respect.