Personal Assistant

Responsible for all aspects of secretarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately. Co-ordinates a comprehensive administration and secretarial service - prioritising, delegating, organising departmental workloads To work closely with the other Personal Assistants to ensure consistency across the Directorate, peer support and absence cover arrangements are in place Produce high quality reports within agreed deadlines as required To undertake office duties including complex diary management and e-mail management, opening and distributing mail. Production and collation of complex and sensitive documents to include composing and typing letters and other documentation as required To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication. To arrange away days or conferences as delegated. Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking Ensure actions resulting from all meetings and other working parties are time lined and undertaken To source and precis information as required Ensure that the Trusts Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods. To monitor and order stock and non-stock items as required To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trusts assets are secure at all times. To suggest changes to and implement local health and safety procedures. To manage the Health and Safety Workbook under the provision of the Trusts Health and Safety policy in relation to admin staff and site common areas Train and supervise the admin secretarial staff, providing daily support and advice in relation to duties and responsibilities Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial staff. Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role. Monitor and manage the sickness and absence for admin, secretarial and staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.. . To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team. To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff. To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans To be able to work flexibly and provide cover which may include the requirement to travel to different sites Arranging, typing and collation of My annual Review and reviews of staff ensuring timelines are adhered to. To undertake any other duties that would be a reasonable expectation of the role