An exciting opportunity has arisen for a personal assistant to join the Executive Team. We are looking for a committed individual with the aptitude to cope in a fast-paced environment providing an essential support service to the wider team and trust staff alike.
We are recruiting for an experienced and motivated personal assistant who will be responsible for providing a high level of secretarial and administrative support to the Chief Executive Officer, taking responsibility for the management of the Executive Office. This is a critical Personal Assistant post where the post holder must be capable of demonstrating initiative and discretion, to work independently, take responsibility and make decisions in the execution of his/her duties.
Excellent people management and organisational skills are essential including the ability to build strong multi-disciplinary working relationships with senior clinical and management colleagues. You will be a team player and be able to work on your own initiative.
The role will be based at Fieldhead Hospital, Wakefield with hybrid working. Main duties of the job
The role requires an experienced professional Personal Assistant with the ability to provide and coordinate a comprehensive, proactive, effective and efficient professional secretarial and administrative service to ensure the effective running of the duties and support the Chief Executive Officer on a daily basis and their deputies.
You will be proactive, working closely with the Chief Executive Officer and their deputies as required to apply your knowledge and skills to ensure that robust systems are in place and maintained to ensure smooth running and a high-quality service.
The role requires advanced communication skills, organisational skills, diary, meeting and time management, document and meeting preparation and management and initiative to provide high level support while maintaining strong links within the Executive office and clinical and non-clinical staff across the Trust and externally where required.All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.About us
We are a specialist NHS Foundation Trust that provides community, mental health and learning disability services for the people of Barnsley, Calderdale, Kirklees and Wakefield. We also provide low and medium secure services and are the lead for the west Yorkshire secure provider collaborative.
Our mission is to help people reach their potential and live well in their communities, we do this by providing high-quality care in the right place at the right time. We employ staff in both clinical and non-clinical services who work hard to make a difference to the lives of service users, families and carers.We encourage and welcome applications from all protected characteristic groups, we value diversity and want our workforce to be reflective of our communities.
Being a foundation Trust means were accountable to our members, who can have a say in how were run. Around 14,300 local people (including staff) are members of our Trust.
Join us and you will be one of over 4,500 staff committed to supporting and improving the mental, physical and social needs of the thousands of people we meet and help each year.
We are committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all colleagues and volunteers to share this commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.Job descriptionJob responsibilitiesJOB SUMMARY
The post holder will be responsible for providing a high level of secretarial and administrative support to the Chief Executive Officer, taking responsibility for the management of the Executive Office. The post holder must be capable of demonstrating initiative and discretion, to work independently, take responsibility and make decisions in the execution of his/her duties.KEY RESULT AREAS:
1 To Manage the office of the Chief Executive Officer which includes:
Organising and prioritising the CEOs schedule and workload, ensuring management of emails and the timely provision of appropriate papers and files, internally and externally
Ensuring deadlines are brought to the attention of the CEO and ensuring appropriate information and issues are promptly forwarded to and followed up with senior managers within the department.
To provide support to the executive management meetings, including papers and follow up of actions.
The post holder will be responsible for handling important and sensitive issues e.g. typing reports, correspondence for disciplinary issues, investigations or appeals which may contain distressing information.
2 To provide the Chief Executive Officer with a high level of confidential personal secretarial and administrative support including the preparation and drafting of correspondence, reports and returns as appropriate. The post holder will also be required to take minutes of internal and external meetings on a regular basis and undertake projects as required by the Chief Executive Officer.
3 Act as first point of contact for the Executive Office dealing with issues that require prompt attention and resolution on a daily basis both externally and internally, as and when they arise. This will include contact with internal staff and external public, service users and carers and other agencies.
4 Act as first point of contact for the collection and collation of information and to follow up and obtain progress and action reports on action which has been requested by the Chief Executive Officer.
5 Provide support to senior managers within the directorate, including provision of advice regarding ongoing issues and within capacity, providing administrative and secretarial cover which may include taking notes of meetings.
6 The post holder will also provide PA support to other members of the Executive Team and PA colleagues as part of cross cover arrangements.
7 To efficiently undertake routine office duties including: dealing with telephone enquiries, photocopying, receiving visitors, managing incoming and outgoing mail and processing invoices for payment.
8 To arrange meetings/workshops and conferences, book venues and facilities, arrange travel and accommodation, arrange hospitality and ensure the timely dispatch of correspondence and information to all participants. This includes travelling to other localities and venues to organise, oversee and ensure smooth running of events.
9 To use a variety of computer software e.g. Word, Excel, Power Point, to produce reports, presentations, correspondence and other documents via copy or audio to a high standard, and to exploit new technology to improve communication and presentation.
10 To develop and maintain efficient and effective office management systems, including filing and information storage and disposal, maintaining personal staff files and maintaining a comprehensive, up-to-date and efficient information and bring forward filing system.
11 Receive, process and monitor annual leave (senior managers) ensuring adequate cover is maintained, through liaising with the Chief Executive Officer.
12 Recording of sickness and absence (senior managers) ensuring it is monitored to the Trusts standards.
13 Within capacity limits and, in line with requests from the Chief Executive Officer provide support and co-ordination to a variety of formal meetings linked to the Chief Executive Officers sphere of responsibility.Executive Management Team Meeting
The Executive Management Team put into action the strategic direction and priorities set by the Trust Board. They are responsible for the day to day running of the Trust, making sure that resources are in the right place to provide high-quality care and achieve our mission and objectives.The management responsibility of the post holder for this committee is:
1 To ensure the timely dissemination of papers and completion of comprehensive minutes.
2 To pull together an agenda from the forward plan and identify issues from the previous minutes.
3 To organise and ensure speakers are adequately forewarned of the agenda items to enable them to prepare presentations for the meeting.
4 To book rooms and send out invitations and ensure all committee members are aware of the dates and venues.
Undertake administration support to all functions of the Chief Executive Officer portfolio.Trust Values:
The Trust is committed to ensuring the highest standards of care and treatment and expects that all staff treat people e.g, service users, their carers, relatives, friends, colleagues, visitors etc, with dignity and respectat all time. The post holder must all time act in accordance with the Trusts Values:
Honest, open, transparent
Person first and in the centre
Improve and be outstanding
Relevant today, ready for tomorrow
Families and carers matterSafeguarding:
Report any concerns regarding the safety or wellbeing of children, adults service users, members of their families etc, in accordance with Trust Policy.
Prevent and respond appropriately to abuse and understand own role in this by undertaking Safeguarding training.Trust policies and commitments to be read in line with the relevant Trust Policy:
All staff employed by the Trust must comply with the Trusts policies and procedures, undertake appropriate training required for their role and commit to:
ensure they are aware of the Whistleblowing Policy and how they raise concerns
maintain confidentiality, in line with the Trusts Confidentiality Policy and Code of Conduct
understand their personal responsibilities with regards to data quality for any information which they create, use or process in accordance with the Data Protection Act 1998 and Trust Data Protection Policy
comply with the provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their own safety and that of colleagues, service users and visitors. Know the action to be taken in the event of a fire and must undertake fire training annually
receive supervision in line with the Trusts Supervision Policy and an annual Appraisal in line with the Trusts Appraisal Policy, during which mandatory, role specific and personal development needs should be identified and agreed
understand their responsibilities under the Trusts Equal Opportunities in Employment Policy and ensure that they adhere to the provisions of the policy
recognise, respect and support the equality diversity of staff, colleagues, service users, carers and the public. Contribute to a working environment which promotes and responds positively to difference and diversity
ensure they carry out their duty to safeguard and promote the welfare of children and young people under the age of 18 years, as issued under Section 11 of The Children Act 2004, by being familiar with and adhering to Trust safeguarding policies and participatingin relevanttraining
comply with their professional responsibilities to develop their practice and deliver care through a Clinical Governance framework (i.e. CPD, Audit, Supervision)
demonstrate, through practice and practical understanding, the importance of the continual development of individual, team and service wide quality improvement
abide by relevant codes of professional practice, with the organisation taking action when codes of conduct are breached
work flexibly to meet the needs of the service/organisation, whilst working within a culture of progressive employment practices and commitment to the Investors in People (IiP) Standards.
adhere to the Trusts smoke free policies, which prohibits smoking anywhere on Trust grounds
being socially responsible by complying with measures that support the Trust in reducing or offsetting our environmental impact
Identify and report risks, hazards, incidents, accidents and near misses promptly
In addition to the Trusts own responsibilities under the Health and Social Care Act 2008, Code of Practice on the prevention and control of infections and related guidance, for your safety, ALL staff (and contractors) are responsible for ensuring their work adheres to this Code in the delivery of safe patient care.
This job description is an outline of the main duties of the post. The postholder will be required to undertake other duties commensurate with the band as directed. The content of this post will be reviewed in consultation with the postholder when necessary and in line with the service developments. For full details of the role please see the supporting documents attached.Person SpecificationQualificationsEssential
- Degree or equivalent level of knowledge
- RSA III (or equivalent)
- Word Processing
- GCSE English (or equivalent)
- Audio typing
- Experience of taking comprehensive minutes
- Microsoft office, including Word, Excel and Power Point
- Substantial experience of working for Senior Man
Any attachments will be accessible after you click to apply.