Personal assistant to chief of staff

An exciting opportunity has arisen in the Trust Executive office for a Band 5 Executive Personal Assistant on a permanent basis. This is a role for a highly organised and committed personal assistant who will provide support to the Chief of Staff (CoS) and some support to the Associate Director of Corporate Affairs. The postholder will need to be a team player, with strong communication skills and be able to undertake extensive diary management. Co-ordinate and plan the Director’s activities and resolve complex and conflicting commitments on a daily basis. To provide a comprehensive secretarial and administrative support function to the CoS including taking minutes at regular meetings. To manage the diary of the CoS, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions To deal with incoming correspondence (written and email) on a daily basis, referring post to other members of staff or departments for action as To arrange and service meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings. To attend meetings as requested, producing minutes and disseminating information as necessary. Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations: 1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development 2. Widening access (anchor institution) and employability 3. Improving the experience of staff with disability 4. Improving the EDI literacy and confidence of trust staff through training and development 5. Making equalities mainstream This is a role for a highly organised and committed personal assistant who will provide support to the Chief of Staff (CoS) and some support to the Associate Director of Corporate Affairs. The postholder will need to be a team player, with strong communication skills and be able to undertake extensive diary management. To provide full secretarial and administrative support to the CoS/Associate To contribute to the smooth running of the Trust offices, including providing temporary cover for other Executive Directors’ Personal Assistants as part of a collaborative EPA team. Key Result Areas Performance: • Co-ordinate and plan the Director’s activities and resolve complex and conflicting commitments on a daily basis. To provide a comprehensive secretarial and administrative support function to the CoS including taking minutes at regular meetings. To manage the diary of the CoS, dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions To deal with incoming correspondence (written and email) on a daily basis, referring post to other members of staff or departments for action as To arrange and service meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings. To attend meetings as requested, producing minutes and disseminating information as necessary To type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent To monitor stock levels of stationery and equipment and order as required To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the This may require obtaining and sending information in various forms. To ensure that efficient and effective systems of communication and office practices, such as filing, are established and maintained, both in paper and electronic form. To be responsible for updating attendances for staff and making necessary changes when staff change their hours of work, annual leave and other To maintain an effective ‘Bring Forward’ system To ensure that confidentiality of information, both oral and written, is maintained at all times. To work closely with the other Executive Directors’ Personal Assistants to assist the smooth running of the secretarial and administrative provision including providing cover as necessary To represent the CoS in a professional manner at all To undertake delegated projects or assignments and prepare reports arising from these On behalf of the CoS, carry out research/fact finding work to inform current issues/projects. To provide some support to the Associate Director as needed. To maintain effective Electronic Rostering on behalf of the Director as requested – to include sickness, annual leave and compassionate leave for Director and direct reports. To apply discretion and sensitivity when dealing with concerns received from staff, patients or other stakeholder groups referring these on to the relevant individual(s) within the Trust. To occasionally deal with difficult patients when seeking or asking for information regarding complaint letters or appointment letters together with verbal Responsible for monitoring stock levels, ordering and maintaining office supplies/equipment, placing Requisitions orders on SBS receipting them and making payments when appropriate Responsible for logging serious and red incident reports ensuring the documents are signed in a timely manner. Dealing with any issues that arise in the absence of the CoS, filtering what’s based on importance. Responsible for organising interviews, induction, ID and Login details for new members of staff. To liaise with other Trust divisions and services as needed to facilitate the work of the Director To support the Director by placing purchase requisitions on Trust systems in line with the Trust’s SFIs/SOs Workforce• To provide cover for secretarial/administrative duties as necessary during absences and at times of pressure. To work autonomously, prioritising own workload, deciding when necessary to refer to the Executive Assistant To provide general technical support and advice to colleagues on software To deal with staffing requirements and ensuring that staff attend mandatory training / complete PDRs (where applicable). Assist the CoS in the recruitment of staff, providing information on their behalf and liaising with the recruitment providers making sure that timetables and schedules for interviews are properly organised. Location The postholder is expected to work across both hospital sites.