Personal Assistant

A long-term healthcare client of ours based In Brighton and Worthing are seeking to appoint a PA into their team.

Personal Assistant

Location: Brighton/Worthing

Job Type: Temporary

Duration of booking: This is expected to last for 6 months

Proposed start date: ASAP

Sector: Healthcare

Base: Hospital

Band: 5

Pay Rates: £17.98 - 20.50 paye inclusive of holiday per hour

Rates above will be dependent on skills, experience and qualifications

Working Days and Hours: 37.5 hours per week, Monday to Friday 9am to 5pm, however, our client may be open to consider a minimum of 30 hours per week.

Travel Required: This position will be based mainly in Brighton, however, will be required to travel to Worthing occasionally.

Main Duties:

• Provide efficient and organised administrative support to multiple Deputy Chief Medical Officers (DCMO).
• You’ll coordinate the administration, documentation, meetings including booking of rooms/virtual conferencing, agenda and papers distribution and accurate minute taking/action log management.
• You will be tasked to provide a secretarial/administrative service 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 and engage 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.
• Type correspondence, reports, and other documents to a high standard.
• Manage sensitive and complex information, deal with confidential information.
• Take telephone messages accurately, collect relevant information, and deal with difficult callers, including members of the media where necessary.
• 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, including arranging meetings and booking appointments on request.
• 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.

Service Delivery and Improvement Duties:

• Provide, receive, and analyse sensitive, complex, and contentious information and make judgements based on the information.
• Deal with complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, always ensuring confidentiality. On occasions, this may involve handling a caller who is upset or aggressive.
• Manage the complexities of the DCMO diary, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
• Maintain an awareness of ongoing issues to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
• Manage all incoming and outgoing mail on behalf of the DCMO.
• Regularly prepare agendas, distribute papers, and minute meetings.
• Work closely with others in the wider Team, to contribute to the continuous development of working methods and standards.
• Ensure that all documentation (manual, electronic and digital) is efficiently and effectively dealt with.
• Take and transcribes formal meeting notes and updating the Trust’s electric meeting record systems.
• Maintain the office infrastructure by ensuring that all equipment faults are reported and repaired.
• Maintain and develop comprehensive filing systems, both paper and electronic.
• Respond to requests for information from the teams and essential stakeholders as required.
• Work in a busy office environment; able to deal with interruptions and unplanned events.

Skills and Experience

• Experienced PA/Secretary/equivalent experience gained within the NHS/Healthcare sector.
• Minute-Taking and Audio (Transcribing) Typing skills.
• Experience of arranging travel, meetings and appointments.
• Experience providing administrative support to Senior Managerial staff members.
• Co-ordinating and prioritising appointments, ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team.
• Diary management skills - ideally with experience managing multiple diaries.
• Ability to work well within a busy and fast-paced environment.
• Good IT skills with the ability to work with MS Office packages, including Word, Powerpoint and Excel.
• Ability to provide a professional, courteous, sensitive, and empathetic approach.
• Ability to manage sensitive and complex information, deal with confidential information.
• Excellent communication skills - both written and verbal
• Excellent planning and organisational skills, and capable of working to stringent deadlines.

Please Note: Our healthcare client will only consider appointing interested candidates who are successful, once fully compliant. Therefore, this position will be subject to CV/employment history checks, background (DBS) checks, and completion of mandatory online training modules prior to commencing employment.

If you would be interested (and believe you have the necessary skills and experience required, outlined above with the ability to commence employment immediately or within 1-2 weeks if successful), do apply now.