Personal Assistant To Deputy Chief Medical Officers

We are looking for a Personal Assistant to Deputy ChiefMedical Officers in Brighton and Worthing.

Pay: 14- 15 Per hour + Weekly holiday pay

Contract: 6 Months Temporary

Hours: 37.5 Hours Per Week (Minimum 30 Hours)

Ideal Start: ASAP

Role Summary:

To provide efficient and organised administrative support to the four Deputy Chief Medical Officers (DCMO). To coordinate the administration, documentation, meetings including booking of rooms/virtual conferencing, agenda and papers distribution and accurate minute taking/action log management. To provide a secretarial/administrative service to the four Deputy Chief Medical Officers by providing and maintaining a comprehensive and efficient range of secretarial and administrative duties, enabling the provision of assurance reporting to board and delivery of a high quality service.Work autonomously in respect of their allocated tasks this will require effective planning, organisation and communication and will be responsible for ensuring pro-active and responsive daily management of diary, telephone calls and other correspondence. Responsible for ensuring progress on actions are delivered within agreed timescales, both those allocated to themselves but also supporting those allocated to the DCMOs.

Main Duties and Responsibilities:

- Working in a complex, potentially contentious and highly sensitive environment which the DCMO operates in, to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and other organisations

- Committed to working and engaging constructively with internal and external stakeholders on a range of business sensitive issues.

- Nurture key relationships and maintain networks internally and externally

- Present a professional, welcoming and helpful image to staff, other organisations, and the public.

- Develop and maintain close collaboration and co-operation within the wider Team, working at all times to achieve set standards.

- Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the DCMO.

- Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with Microsoft Office, including Word, PowerPoint and Excel.

- Respond to correspondence frequently using written, verbal and face-to-face communication. Using empathy, tact, sensitivity and judgement to deal with all queries in a professional, confidential and sensitive manner, especially where there are barriers to understanding.

- Manage sensitive and complex information, deal with confidential information.

- Confident and friendly telephone manner. Able to take accurate telephone messages, collect relevant information, and deal with difficult callers, including members of the media.

- Support the maintenance of effective communication and business systems.

- Liaise with staff and managers over a range of issues

- Liaise with a variety of professionals on different levels across the wider health community. Liaise with other NHS organisations and external agencies (including voluntary organisations).

- Provide diary management for the DCMO, including arranging meetings and booking appointments on request or based on precedent, giving apologies where appropriate and finding a suitable deputy.

- Prepare agendas from previous minutes, collate documents and meet deadlines, once agreed.

- Take minutes when required and type formal minutes from given copy; distribute after approval. Provide other administrative support to a variety of meetings when required.

- Maintain databases and other information storage systems, inputting and retrieving information.

- Create presentations and amend from given copy. Facilitate meetings with prior preparation.

- Proof-read documents for spelling, punctuation, format and grammar. Reformat documents as needed.

Person Specification:

Experience/Qualifications-

- Educated to degree level in a relevant subject

- Educated to GCSE level or equivalent.

- Proven IT skills.

- Proven office experience at higher level.

- Knowledge of filing / record management systems.

- Comprehensive knowledge of Microsoft Office Applications Word and Excel.

- Knowledge of information governance requirements, including the Data Protection and Freedom of Information Acts.

- Ability to work without supervision and meet deadlines with competing priorities.

- An appreciation for competing priorities across the Trust which could impact on the delivery of own personal goals.

- RSA typing/word processing III or equivalent demonstrable experience of word-processing

Skills-

- Able to build effective working relationships.

- Able to work effectively with colleagues at all levels of any organisation.

- Flexibility to move swiftly between priorities and deal with multiple demands within short deadlines

- The ability to identify and prioritise complex, time sensitive workload and projects.

- Demonstrable experience of managing a complex and varied workload

- Experience of using Microsoft Office products particularly Word, Excel, PowerPoint & E-mail.

- Able to encourage development of IT to aid effective work practices.