Overview

Band 4 Personal Assistant to Senior Management

Location: Southall

Job Type: Temporary

Duration of booking: Expected to last 5 months with possible extension

Proposed start date: ASAP

Pay Rates: £14.00 per hour Umbrella or £12.00 per hour PAYE inclusive of holiday

Working Days and Hours: Monday to Friday, 9am – 5pm 37.5 hours per week

Sector: Healthcare

Base: Healthcare Office Based

Job Description

The postholder will be responsible for offering a comprehensive administrative and PA service to the Senior Management Team. The postholder will ensure the provision of a professional service to staff, contractors, visitors, patients, relatives, and carers ensuring they are appropriately assisted whether via face to face, telephone, or other method.

Key Duties and Responsibilities

* To provide comprehensive personal assistance, administrative and secretarial support to the Senior Management Team.

* To minute and organise key meetings for the Senior Management Team, including the preparation of the agenda with minutes & other supporting documentation, as well as minuting the meetings. For those minutes to be typed and disseminated within reasonable timescales. To co-ordinate the invitations. To undertake any actions arising from those meetings as appropriate.

* To organise the Senior Management Team diaries (electronic to ensure that various commitments are arranged to achieve effective time-management. Make arrangements for travel, meetings, catering, refreshments and booking of rooms.

* To provide and receive complex, sensitive information, which includes liaising with internal & external organizations.

* To produce reports, including spreadsheets.

* To ensure that the Senior Management Team are prepared for any meetings, conferences, and other commitments in advance to ensure effective participation.

* To prepare draft replies to routine correspondence as required.

* To assist in preparing information for large/important external audits/assessments.

* To deal with all incoming post and email communications ensuring that all information is distributed and processed as appropriate. Where appropriate to use initiative to drafting responses for the Senior Management Team.

* To deal with all incoming telephone calls, address general enquiries and Service User complaints, action/redirect them to the appropriate Manager. Take messages as appropriate to allow effective and timely communication between the Senior Management Team in Local Services and external organisations and other parts of the internal organisation. To deal with distressed patients/relatives by phone in a sensitive way as and when necessary.

* Work with other Trust and Directorate staff to ensure mutually supportive and collaborative professional relationships.

* To provide support to colleagues during sickness, annual leave and other absence as required, as appropriate to grade.

* Any other duties that may be delegated as appropriate to the nature and grading of the post.

Experience Skill and Knowledge

* Secretarial / Administration background

* Data entry experience

* Filing

* Diary management

* Minute taking. Reprographic experience (photocopying)

* Audio Typing

* Proficient in Microsoft Word and excel

* Understanding of psychiatric terminology

* Excellent communication skills – written and verbal.

* Ability to work autonomously within a team and with other disciplines.

* Ability to work under pressure as part of a team or independently