Job summary
If you are a motivated and enthusiastic Personal Assistant with experience of providing support at a senior level, we have an exciting opportunity for you, based at our Trust's Headquarters.
This role will require high levels of confidentiality, attention to detail, and the ability to work in a fast-moving and sometimes highly pressurised environment.
You must have the ability to work on your own initiative, with little supervision, but at the same time play an integral role in the wider executive administration team, offering support to colleagues and others where required. Experience of formal minute-taking is essential.
This is a full-time position based at Trust Headquarters in Lincoln.
We offer a fantastic benefits package, including flexible home working and NHS pension scheme, as well as access to staff wellbeing services.
For any further information regarding this role, please contact Claudia Croft, Office Manager and Executive Assistant to Chief Executive on 01522 309199 or via email claudia.croft@nhs.net
Due to the UKVI immigration changes, we are no longer able to offer sponsorship for this role. Please provide details of the visa type and expiry date in your application. Failure to provide the required information will result in your application being rejected.
Main duties of the job
To provide efficient and effective secretarial and administrative support to the Executive Team and specifically to two executive directors.
To provide efficient and effective administrative and minuting support to Board Committee and subgroup meetings.
The post holder will be expected to act on their own initiative and provide cross cover/support for other team members as necessary in order to facilitate effective service function.
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has arange of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life.Visitbeinlincolnshire.comto find out more.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for complete details regarding this post.
To provide a full and efficient Personal Assistant service to Chiefs of/ Trust Secretary.
To maintain diaries, to both maximise and ensure most effective use of Chiefs of/Trust Secretarys time, including arranging appointments, meetings, and service visits as necessary and to have the ability to deal with short notice planning and last minute changes.
Assist the Chiefs of/Trust Secretary by researching, obtaining and preparing information for the production of high-quality reports, correspondence, and other documentation as required.
To ensure good communication flows, both internally and externally, including dealing with incoming and outgoing mail (both by electronic and postal means) on behalf of the Chiefs of / Trust Secretary.
Develop a positive working relationship with Chiefs of / Trust Secretary and put in place key systems to enable them to have access to all necessary documentation, when working on and off site.
Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers including Trust staff, system partners, regulators and external organisations, maintaining strict confidentiality at all times.
To provide and receive sensitive and sometimes potentially contentious information, regarding patients and/or staff, on behalf of the Chiefs of / Trust Secretary in a courteous manner, maintaining confidentiality at all times and adhering to the Data Protection Act 2018.
Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail) and monitoring and action as appropriate e-mails received by the Chiefs of / Trust Secretary.
Maintain all records, both paper and electronic, in accordance with the Trusts Data Security Information and Records Management Policy and instituting systems and version control maintenance where required.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for complete details regarding this post.
To provide a full and efficient Personal Assistant service to Chiefs of/ Trust Secretary.
To maintain diaries, to both maximise and ensure most effective use of Chiefs of/Trust Secretarys time, including arranging appointments, meetings, and service visits as necessary and to have the ability to deal with short notice planning and last minute changes.
Assist the Chiefs of/Trust Secretary by researching, obtaining and preparing information for the production of high-quality reports, correspondence, and other documentation as required.
To ensure good communication flows, both internally and externally, including dealing with incoming and outgoing mail (both by electronic and postal means) on behalf of the Chiefs of / Trust Secretary.
Develop a positive working relationship with Chiefs of / Trust Secretary and put in place key systems to enable them to have access to all necessary documentation, when working on and off site.
Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers including Trust staff, system partners, regulators and external organisations, maintaining strict confidentiality at all times.
To provide and receive sensitive and sometimes potentially contentious information, regarding patients and/or staff, on behalf of the Chiefs of / Trust Secretary in a courteous manner, maintaining confidentiality at all times and adhering to the Data Protection Act 2018.
Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail (including e-mail) and monitoring and action as appropriate e-mails received by the Chiefs of / Trust Secretary.
Maintain all records, both paper and electronic, in accordance with the Trusts Data Security Information and Records Management Policy and instituting systems and version control maintenance where required.
Person Specification
Qualifications
Essential
- NVQ 4 in Business Administration or equivalent.
- English 'O' level/GCSE or equivalent.
Desirable
- RSA III / Diploma level qualification in Word processing and shorthand or equivalent in typing/word-processing.
- Shorthand RSA III.
- Shorthand skills of at least 60wpm
- Audio Typing
Experience
Essential
- Relevant experience with all Microsoft Office packages.
- Relevant secretarial experience and/or personal assistant experience
- Experience in working with senior managers and in managing confidential issues and matters.
- Excellent organisational and time management skills
- Experience of co-ordinating and collaborative working.
- Experience of supervising staff
- Experience of providing administration support for senior level meetings
Desirable
- Previous experience in a medical or NHS setting.
Skills
Essential
- Excellent organisational skills.
- Diary management skills.
- Ability to take and produce formal minutes of meetings at a senior management level
- Ability to deal with difficult situations and under pressure with tact and diplomacy
- Ability to adapt to change and to develop services and systems to meet changing requirements.
- Must be reliable and able to work under pressure and to deadlines
- Ability to work on own initiative and with minimal supervision and to deliver to deadlines
- Time management skills and able to prioritise workload of self and others.
- Excellent communication skills both written and verbal
- Good telephone manner
- Ability to maintain confidentiality
- Approachable, adaptable and flexible.
- To be able to travel independently around the county without the use of public transport to participate in meetings and training in other parts of the county
Person Specification
Qualifications
Essential
- NVQ 4 in Business Administration or equivalent.
- English 'O' level/GCSE or equivalent.
Desirable
- RSA III / Diploma level qualification in Word processing and shorthand or equivalent in typing/word-processing.
- Shorthand RSA III.
- Shorthand skills of at least 60wpm
- Audio Typing
Experience
Essential
- Relevant experience with all Microsoft Office packages.
- Relevant secretarial experience and/or personal assistant experience
- Experience in working with senior managers and in managing confidential issues and matters.
- Excellent organisational and time management skills
- Experience of co-ordinating and collaborative working.
- Experience of supervising staff
- Experience of providing administration support for senior level meetings
Desirable
- Previous experience in a medical or NHS setting.
Skills
Essential
- Excellent organisational skills.
- Diary management skills.
- Ability to take and produce formal minutes of meetings at a senior management level
- Ability to deal with difficult situations and under pressure with tact and diplomacy
- Ability to adapt to change and to develop services and systems to meet changing requirements.
- Must be reliable and able to work under pressure and to deadlines
- Ability to work on own initiative and with minimal supervision and to deliver to deadlines
- Time management skills and able to prioritise workload of self and others.
- Excellent communication skills both written and verbal
- Good telephone manner
- Ability to maintain confidentiality
- Approachable, adaptable and flexible.
- To be able to travel independently around the county without the use of public transport to participate in meetings and training in other parts of the county
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
