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Salary We are looking for a motivated and proactive Personal Assistant, to provide comprehensive and confidential support to the Associate Director for Psychology and other Consultant Psychologists in the service.
You will also be expected to communicate with both internal and external clients and maintain excellent working relations and a professional image of the Trust at all times.
1. With the Support team ensure that the support functions are delivered smoothly to support the leadership of the directorate.
2. Work collaboratively to ensure that meetings are all administered and that actions are followed up.
3. Ensure that all visitors and callers receive a professional greeting and level of support.
4. Support the senior psychologists in preparations for meetings (including drafting or finalising reports, collating reports from others, preparing meeting papers and making travel arrangements).
5. Proactively identify and respond to needs of the Associate Director for Psychology and other Consultant Psychologists being supported.
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
• To organise and plan the workload of the Associate Director for Psychology by negotiating with internal and external colleagues to fulfill diary commitments.
• Responsible for co-ordination between the Associate Director for Psychology and other Consultant Psychologists in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders.
• Accountable for producing agendas and papers, taking formal and informal minutes/action notes on laptops where possible and distributing them within the required time-frame as appropriate liaising with meeting attendees to ensure any actions are followed.
• Supporting the Associate Director for Psychology and other Consultant Psychologists with data reporting such as the record of trainee placement hours required for NHSE returns.
• To prioritise in the absence of the designated Associate Director for Psychology and other Consultant Psychologists to ensure calls and queries are redirected to the appropriate designated person in a timely and appropriate manner.
• Source and gather information to assist the Associate Director for Psychology in prioritising their workload effectively to ensure deadlines are met.
• Responsible for ensuring the provision of a high quality and timely word processing service, (utilising all Microsoft Office packages), when producing highly sensitive correspondence, reports, emails, presentations, project plans and spreadsheets. Ensuring that files and records are stored and retrieved appropriately in accordance with the Trust’s procedures.
• Where appropriate postholder is responsible for drafting response letters on behalf of the Associate Director for Psychology and other Consultant Psychologists.
• Responsible for maintaining an effective communication system including creating and maintaining a database of key contacts for the relevant work-streams within the directorate for liaison with colleagues in other NHS organisations, the Department of Health, Ministers, Government offices and key stakeholders.
• Create and maintain effective working relationships with staff at all levels, internal and external, NHS and Non NHS organisations across the whole health economy, locally and nationally.
• Provide and organise cover arrangements as necessary to ensure the Directorate office functions are organised effectively during periods of leave.
• To ensure confidentiality and professionalism is maintained in carrying out personal duties.
• To participate in team meetings ensuring two-way communication is established and maintained throughout.
• Provide cover for the agency returns and medical rotas.
• Be a member of the minute taking rota; covering meetings. Investigation and hearing minutes when required.
This advert closes on Tuesday 14 May 2024
