Divisional Personal Assistant

• Applying for :- Divisional PA
• Type of availability :- Temporary
• Shift Patterns :- Mon-Fri, 9-5.00pm
• Department : Division of Medicine
• Shift Hours:- 37.5 hours /week.
• Location:- Alder Hey Childrens NHS Foundation Trust (Alder Hey NHS FT, L12 2AP)
• Trust: Alder Hey Childrens NHS Foundation Trust
• Available from : ASAP
• Notice period :- None
• Band/Pay rate: Band 4, £12.86 per hour
• Placement ID :72478

Job Description :

• Specialist knowledge: Audio typing & word processing skills to RSA 3 qualification or equivalent
• Experience working as a PA/Secretary including minute taking of meetings essential.
• Ability to deal effectively with people at all levels.

Job Summary:

• To provide a comprehensive administrative service to the management team.
• The post holder will be expected to work with the minimum of supervision, using personal initiative and will carry out duties of the post in such a way as to make a direct and positive contribution to the organisation by enabling the Management Team to utilise their time in an efficient and effective manner.
• This may require the postholder working offsite occasionally.
• It is vital that confidentiality be maintained at all times when dealing with information and the post holder will be expected to exercise independent judgement and initiative based on good practice and acquired knowledge in problematic situations in the absence of the Manager.

Main duties and Responsibilities :

Communication:

• Deal with all enquiries from staff, managers and external agencies using own initiative to respond via letter, telephone, fax, e-mail or in person.
• To bring all urgent matters to the attention of team, as appropriate, with any relevant supporting information.
• The post holder will be expected to work with diplomacy and in a confidential manner when dealing with sensitive information and regularly liaise with the Executive PA Team and Executive Team Members.
• To provide a competent and a high-level PA/administrative support service to the Director of the Division of Medicine and the Senior Management team.
• To provide a central point of contact and co-ordination of the activities of the team.
• Deal with all enquiries from staff, managers and external agencies using own initiative to respond via letter, telephone, fax, e-mail or in person. To bring all urgent matters to the attention of team, as appropriate, with any relevant supporting information. The post holder will be expected to work with diplomacy and in a confidential manner when dealing with sensitive information and regularly liaise with the Executive PA Team and Executive Team Members.
• Liaison with other agencies within the Trust, eg; wards, pharmacy, X-ray, clinical and non-clinical staff, outpatient department and medical records etc. In addition, liaison with external agencies as and when required, eg GP practices, police solicitors, SHA's, PCT's and other Trusts regarding all aspects of healthcare.
• To act as a mentor to junior members and new members of staff.
• Prioritising all typing of correspondence including internal and external e-mails, and the composition of routine and non-routine letters when required.
• To prioritise and deal with all incoming and outgoing mail for the management team, acquiring any relevant background information.
• Ability to exchange sensitive or contentious information with managers, clinical/medical staff and clients, maintaining confidentiality at all times.
• Responsibility for the distribution of Trust information in line with Trust Policies.
• Oversee the general housekeeping of the department, reporting general faults of equipment, computers etc. and adhering to the Trust Risk Management Strategy.

Analytical skills :

• To update and utilise the ESR system for the purposes of absences, annual leave and staff changes. Book travel arrangements through an electronic booking site and be responsible for the raising of all purchase orders relating to the management team and processing of receipts.
• To assist the management team in composition and distribution of documents in support of their role as and when required, e.g. letters, business cases, bids, service plans, databases, meeting agenda's and distribution of minutes, and investigation outcomes.
• Have an awareness of current Government targets and endeavour to assist the management team in achieving these targets.
• To ensure deadlines are met with regard to salaries, expense claims, study leave invoices etc to ensure prompt payment.

Planning and organising skills:

• To manage and co-ordinate the management team diaries, including using own initiative to make appointments and arrange meetings having regard to other commitments.
• To provide comprehensive minute taking of all Divisional management meetings as and when.
• The post holder would be required to exercise independent judgement and initiative in relation to managing their workload and to resolve problems as they arise, taking appropriate action to resolve the problem or by referring to the appropriate person.
• To process, compute and action documentation received from various sources in order to provide an effective and efficient service on behalf of the management team.
• To organise meetings as and when required, including composition of agendas, minute taking, booking rooms and arranging hospitality where necessary.
• Provide administrative support and co-ordinate conferences/meetings both nationally and locally, arranging travel, accommodation etc as and when required
• To organise workshops / training days under the direction of the management team, including the production of