Personal Assistant

Salary: £15.29 – £16.56 per hour

Personal Assistant

Band: 5

Sector: Healthcare

Working days and hours: 37.5 hours per week, 9am – 5pm Monday to Fridays

Temporary: Expected to last for up to 3 months, however, this potentially may be longer

Location: Stockton-On-Tees

Home Working Options: No, this has not been specified

Pay Rates:

£15.29 – £16.56PAYE per hour

£14.02 – £15.71 per hour (PAYE Inclusive of holiday)

(Rates are depending on skills and experience)

Overview of role:

As a PA, you will provide high quality, professional, effective/ efficient Personal Assistant and administrative services to the Director and Deputy Director of Planning and Performance, meeting the high demands of the post, by being flexible, professional, and organised.

You will provide a high-level secretarial and administrative support primarily to the Strategy, Operation and Performance Teams, which includes key deliverables covering Operational Planning and Performance, Business Intelligence, and Project Management & Improvement Office.

Brief description of role:

Undertake administrative and secretarial/PA tasks as required including maintaining the electronic diary of the Director/ Deputy Director and forward planning of priorities

Co-ordinate arrangements for meetings in a timely manner whilst ensuring all necessary administrative processes are undertaken daily

Execute work in a timely manner to fast paced and often changeable deadlines

Prioritise and make decisions on behalf of Director and Deputy regarding conflicting demands for appointments, based on developing a sound knowledge of the priorities and deadlines involved in their work

Deal efficiently with secretarial/administrative tasks e.g., monitoring telephone enquiries and provide information as appropriate, checking/flagging emails; redirecting emails as appropriate; photocopying/printing document; maintaining lists/logs of information; professional preparation of a range of document for internal and external use, including presentations, often to tight deadlines.

Develop a good working knowledge of the key issues and sources information relating to the work of the Director/ Deputy to be able to respond to general queries on their behalf and/or in their absence, in a professional, helpful, and supportive way, re-direct more complex queries to an appropriate member of staff where necessary

Compile draft presentations/ documentation and proofread reports before final approval, sign off and submission by senior team

Be aware of national policy and release dates in preparation for appropriate action by the senior team

Proactively manage meetings and events as required including arranging venues and hospitality, sending calendar invites, drafting agendas, collating, and circulating meeting papers, attending meetings, and taking minutes/notes and action logs, maintaining a records of attendance and declaration of interest, and ensuring that all actions are followed up in accordance with agreed timescales.

Ensure that a relevant ‘bring forward’ system is maintained for the Director and Deputy to ensure preparation for pending meetings/ roles of the day

Raise Cardea orders and monitor progression to ensure timely completion of departmental purchases

Assist with the timely recording of staff absences and appraisals on the ESR system ensuring system is up to date – Manage any vacancies on behalf of Director and Deputy.

Receive, provide, and process a wide variety of sensitive, contentious, and highly confidential information, in a professional manner and in line with relevant information governance policies and procedures

Establish, develop, and maintain processes, systems, and procedures to ensure the effective delivery of work within a timely manner

Provide support to resilience meetings

Deal with all telephone calls and associated duties in an efficient and timely manner

Undertake any other duties that would be a reasonable expectation of the role

Work independently, and communicate as with members of the Trust including senior members of staff, as well as patients, visitors, internal and external stakeholders where required

Essential skills:

• Experience working as a PA/EA/Medical Secretary, ideally within the NHS, Healthcare or Public sector
• Paper based and electronic diary management skills
• Proficient knowledge of MS Office applications
• Flexible, solution orientated and highly adaptable with a team ethos and ability to take ownership of allocated tasks
• Excellent communication and relationship building skills
• Be able to compile draft presentations/ documentation and proofread reports before final approval, sign off and submission by senior team
• Experience co-ordinating arrangements for meetings in a timely manner
• Strong minute-taking skills – with the ability to produce agendas and accurate minutes, making all necessary arrangements, including the collation of papers and agenda items

To commence employment as a Personal Assistant if successful; you must be fully registered and compliant via Your World Healthcare in the first instance. To become compliant, you will need to:

1. Complete full work registration via Your World Healthcare (prior to commencing employment)
2. Hold a clean valid enhanced DBS certificate issued within the last 12 months or a valid DBS currently registered with the update service (if held by a third party). If you do not yet hold a clean valid enhanced DBS certificate issued within the last 12 months or a valid certification of a DBS registered with the update service (with photographic evidence of this) – you will be required to apply for a new DBS as part of your application via Your World Healthcare. This can be applied as part of the full work registration process.
3. Complete mandatory online training modules if required by our healthcare client to commence employment successfully. (Please note: This will be set up via Your World Healthcare recruitment as part of your registration process)
4. Provide professional employment/educational references covering the last 3 years