Personal Assistant

Job summary

Please note: This advertised vacancy does not meet the UKVI eligibility requirements for a Skilled Worker Visa and therefore Humber Teaching NHS Foundation Trust would not be able to issue a Certificate of Sponsorship for this role

We are looking for a highly organised, proactive and professional individual who can provide an effective and comprehensive administrative service within a busy mental health service.

The successful candidate will play an important role in supporting the General Manager and Clinical lead, including managing diaries, monitoring and prioritising emails, co-ordinating meetings and ensuring key actions and information are effectively managed.

You will act as a key point of contact for the Mental Health Division and work closely with colleagues and stakeholders across the Trust. The role will also support key divisional and Trust priorities, including the management of Cost Improvement Programme (CIP) documentation, audit processes, projects and the collation of information for Trust reporting.

We are looking for someone with excellent organisational and communication skills, a keen eye for detail and the ability to manage competing priorities. You will need to be confident working independently, using your own initiative and handling information appropriately and professionally.

Main duties of the job

• Provide a comprehensive administrative support service to the General Manager and Clinical Lead, resolving day-to-day issues independently where appropriate.
• Effectively manage diaries, meetings and appointments, helping to priorities commitments and make best use of senior leader's time.
• Monitor and manage email correspondence, identifying actions, responding where appropriate and ensuring important matters are brough to the attention of the relevant individual.
• Act a key point of contact for the Mental Health Division, providing information and support to colleagues and stakeholders as appropriate.
• Support key Trust and divisional priorities, including the effective management of Cost Improvement Programme (CIP) documentation and audit processes.
• Support the co-ordination and implementation of agreed projects and service developments.

About us

We are an award winning and CQC rated good health and social care Trust delivering integrated services across Hull, East and North Yorkshire. Find out more on our website

We are a forward thinking and dynamic Trust with a real commitment to staff development. We value our colleagues and invest in them to ensure they have the right skills to deliver outstanding care.

We are proud to score above or equal to the average for all NHS People Promise theme areas demonstrating our commitment to improve the experience of working in the NHS for everyone. Wherever you work we know you will receive a warm welcome and all the support you'll need to get you started.

We recognise the positive value of diversity and promotes equality whilst challenging discrimination. We welcome and encourage job applications from people of all backgrounds.

Work life balance is about having influence and flexibility over when, where and how you work. If the work pattern for this role does not meet your needs, we welcome an application and are happy to discuss working arrangements that differ from those advertised.

We offer a unique range of benefits that go above and beyond other NHS Trusts including an enhanced leave package and health and wellbeing support.

From city to countryside, market towns to moors you'll find a place to call home including some of the most affordable places to live in the UK.

Find out more and search live jobs.

Job responsibilities

For further information with regards to this role please see the attached job description and person specification.

Person specification

Qualifications, Education and Training

Essential

• Advanced keyboard skills: RSA/OCR III or equivalent/Advanced ECDL
• 3 or more GCSE/O levels which must include English and Maths
• 'A' Level/BTEC Diploma/NVQ3 Business Administration/Customer Service or equivalent experiential learning, OR demonstrable experience within A&C field at Advanced level
• Higher National Certificate/Foundation degree/ diploma/NVQ4 in Business Administration/Customer Services or equivalent experience in a wide range of secretarial/administrative/PA role and leading specific projects/information systems
• RSA III or equivalent advanced keyboard skills
• Intermediate level of theoretical knowledge. A good understanding of relevant policy, legislation drivers and their application to the relevant service area

Desirable

• Advanced EDCL
• Degree in Administration/Business
• Diploma/NVQ 5 in Business Administration/Customer Services
• A broad understanding of relevant policy, legislation drivers and their application to the relevant service area

Knowledge and Experience

Essential

• Demonstratable experience of practice and procedures relevant to the area of work.
• Experience of preparing agendas and papers and writing minutes.
• Knowledge and experience of IT systems, including Microsoft Office applications.
• Experience of inputting data into systems and maintaining records.
• Experience of effectively supervising junior staff
• Understanding of a range of work procedures and practices, some of which are non-routine and acquired through formal training or equivalent experience
• Sound experience of IT systems
• Experience of using a range of Microsoft software packages
• Experience of taking minutes at meetings
• Ability to communicate effectively with staff, patients, carers and other agencies

Desirable

• Experience of using Trust IT Systems - oe.g. Lorenzo, ESR, Oracle. oExperience of use of Microsoft Teams.
• Understanding of a range of work procedures and practices, requiring expertise underpinned by theoretical knowledge or equivalent experience.
• Proven experience of building effective working relationships Demonstrable experience of IT systems implementation

Skills, Competencies and Personal Qualities

Essential

• Able to demonstrate inter-personal communication skills
• Able to plan and prioritise effectively
• Good telephone manner
• A team player
• Ability to motivate others
• Ability to demonstrate ethical values and attitudes within a culture of equality and diversity
• Confidential and trustworthy
• Ability to commute effectively between the various sites with access to appropriate means of transport is essential
• Evidence of effective inter -personal communication skills
• Able to plan and prioritise own time and meet tight deadlines
• Ability to demonstrate ethical values and attitudes within a culture of equality and diversity
• Ability to deal with sensitive and confidential information
• Ability to be sensitive to individuals who may be distressed
• Light physical effort required for lifting stationery, files, sitting at a keyboard

Desirable

• Understanding of a range of work procedures and practices, requiring expertise underpinned by theoretical knowledge or equivalent experience.
• Proven experience of building effective working relationships
• Demonstrable experience of IT systems implementation