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Job description

An exciting opportunity has arisen for a highly efficient, experienced Personal Assistant to provide support to the Executive Director of Projects and Programmes and Inquiry Director.

This is a busy role with a need to regularly re-prioritise your workload and often requiring your urgent response and/or action.

The main duties and responsibilities will include providing full and confidential diary management support to the Executive Director and Inquiry Director. The complexity of this role requires efficiency and a high degree of organisational skills particularly in diary and time management as is expected at this level, due to the many conflicting demands of the Executive Director and Inquiry Director.

The successful candidate will also need to have experience in preparing and co-ordinating papers, presentations and agendas for meetings as well as attending and minuting meetings as required including ensuring follow up action is taken for specific pieces of work. This may include HR meetings, hearings of a confidential nature, regular Senior Management meetings as well as ad-hoc meetings as required by the Executive Director and Inquiry Director.

To be successful, applicants should have extensive experience in the above main duties and responsibilities at Executive, Director or other Senior Manager level, possess high level skills in Microsoft packages, and have the ability to travel across the Trust sites if required.

• To have delegated authority for the management of directorate projects as agreed by the Executive Director.
• To facilitate the effective management of directorate projects providing monitoring and progress reports to the Executive Director and SMT.
• To provide full secretarial/administrative support for the office of the Executive Director and Inquiry Director including email management.
• To provide a full administrative service for the implementation of assigned projects.
• To provide administrative cover to other Executive Directors in the absence of their personal assistant.
• To have a flexible working approach in order to meet deadlines.
• To provide first class customer focused PA/project support to the Executive Director and Inquiry Director
• To provide day to day personal assistant support to the Executive Director and Inquiry Director.
• To be proactive and manage a variety of projects as agreed with the SMT.
• To work autonomously using initiative to prioritise and manage workload in an informed and effective manner

EPUT can offer you a range of benefits and development including;

• Season Ticket Loans
• NHS discounts for staff
• Excellent Training facilities and opportunities
• Buying and Selling annual leave scheme
• The opportunity to work bank shifts and expand knowledge and experience in other areas
• Salary Sacrifice schemes including lease cars and Cycle to Work

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

• To proactively monitor project progress, as directed by the Executive Director and Inquiry Director, and provide regular written reports and project updates.
• To take responsibility for the setting up and organisation of all directorate meetings including preparing agendas, distributing papers in advance of meetings, taking minutes and/or action logs as required and proactively following up progress and actions are carried out.
• To research information and undertake the co-ordination of surveys/evaluations relating to specific projects.
• To take responsibility and be proactive in preparing agendas and chasing relevant actions well in advance of meetings, ensuring sufficient time is allowed for gathering appropriate supporting materials.
• To adjust the long and short-term plans on own initiative, often at short notice, using persuasion and tact to engage the best possible outcomes.
• To work on own initiative to prepare background information, collate information into reports, produce statistics and create and manage databases as required.
• To provide input and support when Trust Policies and Procedures are being written/ amended and ensuring these are taken down the appropriate avenues to being agreed and implemented.
• To work closely with NEDs as and when required. It also involves working with NEDs
• To be responsible for delegated committees as and when required. Responsible for the governance of committees. To manage in partnership with the chair of the committee the agenda, preparation, administration, taking minutes and in some cases production of assurance reports.

OPERATIONAL RESPONSIBILITIES

• To provide a comprehensive personal assistant/administrative support service to the Executive Director and Inquiry Director.
• To ensure the corporate brand and culture is accurately reflected in all communications, projects and event.
• To take responsibility for managing and ensuring the office systems and procedures, both manual and electronic, are continually developed. Review all administrative systems in the light of good office practice to ensure they remain responsive and efficient to meet business requirements developing policies as required.
• To undertake a full range of administrative/secretarial tasks for the Executive Director and Inquiry Director. This is likely to include some, or all, of the following duties:
• • High quality copy typing.
• Compiling of letters and reports using own initiative within a given remit.
• Manage correspondence through effective mail and bring forward systems undertaking any recording procedures and taking action as appropriate.
• Maintain an up to date diary and organise appointments for the project.
• Co-ordinate travel arrangements and claims relevant to project.
• To follow up requests for information/responses/reports/material from members and feedback to them as appropriate.
• The order and follow up of electronic/ building equipment.
• To take and transcribe minutes/relevant action points in designated formal meetings both within own directorate and other directorates in the Trust.
• To adopt a customer focused and professional attitude with all customers at all levels within the trust and other organisations in all scenarios, including executive level meetings.
• To be proactive in ensuring all meeting papers for are available in good time, alerting the Executive Director and Inquiry Directorof any problems/issues of concern that may become obvious during the course of this.
• To create and design visual aids/presentations as required.
• To analyse data/statistical information as required.
• To provide administrative support to other senior staff on an ad hoc basis if required.
• To implement and maintain systems for monitoring and tracking progress with complaints and directorate mandatory training and sickness absence.

STAFF MANAGEMENT

• To be responsible for the recruitment and selection of junior staff for projects – including advertising, shortlisting, interview and appointment.
• To be responsible for the recruitment and local induction of bank/agency/new secretarial/administrative staff engaged to work temporarily for the directorate in the absence of the permanent support staff. This can include local induction to the Head Office and its procedures, setting up of an email account, provide Trust information, order and supply of staff uniform, arranging attendance of mandatory training, ordering of any electrical equipment that will assist their role and general day to day assistance.
• To provide training to groups of staff in the directorate on the projects being implemented.
• The post holder is expected to lead by example and work flexibly with colleagues to ensure that high quality is provided at all times.

FINANCIAL MANAGEMENT

• To be responsible for ensuring that the necessary resources are in place to be successful including office stationery and other stocks such as communications media (posters, DVD’s etc) and acting as authorised signatory for appropriate departmental and project supplies.
• To complete electronic positive returns, mileage claim forms and stationery orders for the Directorate.