PERSONAL ASSISTANT inAll four BCHC localities inAll four BCHC localities PUBLISHED THU 21 NOV 2024

PERSONAL ASSISTANT - Band 4 27.5 HOURS PER WEEK

Complex Emotional Needs Team/Pathway - BASE TO BE Confirmed

An exciting opportunity has arisen for an enthusiastic and experienced Administration Lead/PA to support the newly forming Complex Emotional Needs Pathway in Adult Mental Health Planned Care. The successful candidate will be a motivated individual who can work independently, use initiative and be able to both prioritise and be flexible or order to meet workload demands without direct supervision. They will work closely with the clinical Pathway Lead in setting up administrative processes to support the whole CEN Team; organising PDCs and supervisions, collating spreadsheet data for outcomes etc , support recruitment on TRACS, minute taking, as well supporting the organisation of the Leads goals, tasks and meetings within and outside the Team. A good general education is essential with a high level of literacy, proven proficiency in Microsoft Office Packages and successful candidates must hold the RSA/OCR II Typing/Word Processing, NVQ3 Qualification (e.g. business administration or equivalent) plus significant experience within a similar role to include the supervision of staff and co-ordination of workload demands in a busy community based clinical service.

The post holder is a key member of the corporate secretariat and is expected to provide a high quality administrative and Personal Assistant support to the Directors, Deputy Directors, Senior Operational Managers/ Nursing and Leads of Service/Operational Delivery at all times; assisting them in ensuring they are able to function effectively and efficiently to help meet agreed quality standards of patient care and performance targets as required.

Dimensions

The post holder will assist the Director, Deputy Director, Senior Operational Managers to provide an effective well run and responsive service responding to stakeholder needs. The aim will be at all times to ensure patient safety and quality of service provided. The post holder will work flexibly with other Personal Assistants to ensure cross cover at times of absence for agreed critical activities e.g. telephone cover.

The post holder will monitor the service lines performance in relation to Key Performance Indicators (KPIs) as directed by the Senior Operational Managers, taking appropriate action as and when needed and as directed by the Senior Operational Managers or Directors / Deputy Directors of Mental Health.

About us

Prioritising all incoming work on a daily basis, including responding quickly and appropriately to urgent / important issues.

To be able to communicate effectively over the phone, face to face or by letter/email, in a manner suited to the type of information be shared ensuring that the communication style is suited to the recipient. Answering the telephone and receiving visitors in a positive, polite and helpful manner. To deal with both internal and external enquiries and direct callers/visitors to the appropriate department, taking messages, redirecting calls or resolving matters. Sometimes on contentious/sensitive issues discretion must be demonstrated as required. The post holder will use tact diplomacy and persuasive skills where agreement and co-operation is required. Confidentiality must be exercised at all times.

To ensure that comprehensive administration systems are in place to facilitate the smooth running of a high quality administration service. Furthermore all

administrative activities are to be executed with maximum efficiency and effectiveness, with particular emphasis upon appropriateness, accuracy and timeliness whilst operating with the highest level of discretion to attract the full confidence of the Senior Operational Managers. This should include electronic filing and distribution. Creating distribution lists for email contacts and maintaining same to ensure that an effective delivery of information can be made when requested.

To confidently use judgement on urgent matters and on issues that can be dealt with by other senior managers/direct reports; staff; or other departments, preparing background information on issues as required (by investigating the issue and summarising salient points). To contact the same on behalf of the Senior Operational Manager and act appropriately as required, to liaise with the direct reports and to brief the direct reports on action taken and areas requiring action in the absence of the Senior Operational Manager. To manage the diaries of Senior Managers as required using own judgement to prioritise the Senior Managers work schedule, drawing attention to competing diary demands and associated needs.

To plan and organise meetings as required, ensuring that adequate preparation is taken for the meeting to run smoothly, this may include but not be limited to: booking venues; refreshments; speakers; sourcing of equipment; inviting attendees; circulation of meeting details and papers; own attendance to take minutes; subsequent transcription of minutes; approval and distribution of minutes following meeting. There will be a requirement for travel to various venues in order to host and or take minutes at meetings.

To be have advanced keyboard skills and knowledge of administrative procedures to be able to undertake full secretarial and administrative duties on behalf of the Senior Managers including the preparation of correspondence, reports, presentations and audio typing. To initially draft where appropriate responses on behalf of managers. To produce reports / papers and attachments to agreed standard. This may result in prolonged periods of sitting in order to complete the tasks.

To ensure that the Eroster is maintained and submitted in accordance with the Trusts policy: ensuring that all sick leave is recorded; and advising the Senior Operational Manager of any anomalies in recording of annual leave. In line with Trust absence policies highlighting the need for further action to the Senior Operational Manager and to record any action taken on Eroster and the staff members personnel file as required. In line with HR policies and procedures: ensuring that all financial/associated staffing forms are completed and remitted to Payroll and Erostering as required for starters and leavers and any staff who undergo a material change in their employment conditions.

To be responsible for efficient stock control, requesting necessary supplies so that all required resources are available for the team to enable them to fulfil their duties. To order additional supplies for the clinical teams as and when requested by the Directorate Administrator or Senior Operational Manager using the Trusts procurement system. All equipment must be tracked through effective processes and where appropriate the Trusts policies and procedures should be instigated.

To assist with the recruitment and appointment of staff using the Trusts recruitment system, policy and procedures to ensure that newly appointed staff have all necessary pieces of equipment, including IT accounts and ID/Access Badge on 1st day of work. Demonstrating duties to new starters and temporary staff, including induction to the area of work. To be responsible for checking the work of junior members of staff, temporary workers and work experience students with the department.

To undertake surveys and audits as and when necessary in regards to own work; completing the Trusts staff survey when required. To assist the Senior Operational Manager in ensuring that staff participate in annual surveys and customer feedback other staff wellbeing campaigns and any other initiative as required ascertaining feedback and satisfaction.

Be able to manage own workload, calling upon the Directorate Administrator for support as and when required. The demands of the post can result in frequent interruptions via email, phone or face to face when ones full attention needs to be focused on transcription of minutes or tapes or production of reports, presentations, and/or spreadsheets.