Job summary
To provide high quality, professional personal support and secretarial services to the Executive Director(s) across the full range of their responsibilities, acting as the main channel for communication between the Executive Director(s), colleagues within the Trust and Senior colleagues in external organisations; including but not limited to other NHS organisations, Government Bodies (local and national) and other key external partners such as Local Authorities.
The post holder requires excellent organisational ability, must be flexible and able to use initiative in resolving problems when they arise, along with a consistently high professional approach. The post holder will co-ordinate the day to day management of the Executive Director(s) office in a professional, efficient and confidential manner.
Main duties of the job
The post holder will handle highly confidential and sometimes very contentious and sensitive information of a personal, financial and political nature and will therefore be relied upon to observe and comply with specific and implied confidentiality rules and policies.
They will be expected to demonstrate high levels of integrity, independent judgement and commitment to the Trust. The post holder is expected to work flexibly to support the Executive Director(s) and assist and support other colleagues if required.
The post holder will work in partnership with other Executive Personal Assistants, the Senior Executive Personal Assistant and the Executive Business Manager to provide a comprehensive range of secretarial and administrative services, and a consistently high standard ensuring professionalism, quality and integrity.
About us
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our#PennineCarePeopleand do everything we can to make sure we're a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
Job description
Job responsibilities
Please see attached Full Job Description & Person Specification for further details of the roles and responsibilities of the post.
Job description
Job responsibilities
Please see attached Full Job Description & Person Specification for further details of the roles and responsibilities of the post.
Person Specification
Education
Essential
- * Professional secretarial/Admin Qualification, such as BTEC or NVQ4 or equivalent * RSA III or equivalent demonstrable experience of typing * Knowledge of specialist functional / healthcare terms
Desirable
- * Educated to advanced level or equivalent * Secretarial training * Knowledge of Medical / Healthcare Terminology
Experience
Essential
- Experience of working as a Personal Assistant at Executive Director or Senior Manager level, (or demonstrable transferrable skill set) including: o Prioritisation of work streams and delivery to challenging deadlines o Effective and efficient electronic diary/inbox management (Outlook) o Handling various telephone enquiries o Organise and support various meetings and events o Audio and copy typing, taking and transcribing dictation o producing clear and accurate documents o Receiving visitors in a friendly and efficient manner o Taking and producing accurate minutes o Interpreting and collation of data into a standard format o Recording budget information o Searching, identifying and downloading appropriate information from the internet. o Retrieving information from available sources o Managing/maintaining a file system both electronic and hard files o Managing and developing office systems o Experience of arranging meetings at various locations o Preparing presentation material o Proof reading skills o Handling highly confidential and sometimes contentious / sensitive information. o Experience of working in a busy complex environment o Experience of using Microsoft Office packages (including MS Teams) o Experience of setting up spreadsheets o Previous experience of handling verbally aggressive calls from members of the public.
Desirable
- * Experience of working within the NHS * Experience of working in a large complex organisation
Knowledge
Essential
- o The post holder must acquire a high degree of knowledge and have the ability to deal with issues concerning the Executive Director's priorities to enable them to operate effectively at this level. o Understanding of the NHS.
Skills & Abilities
Essential
- o Ability to demonstrate a commitment to our organisational values o Up to date skills in office systems and functions, such as laptops, smart screens, photocopiers, laminators. o Ability to produce written reports, minutes and operational procedures in a clear concise language o Ability to handle varied and sometimes difficult situations, ensuring effective working by using full range of interpersonal skills [e.g. tact, diplomacy, negotiation, influencing, assertiveness] o Experience of passing on knowledge to others through training o Ability to work with people at all levels of the organisation, e.g. Chair, Vice Chair and Senior Managers over diary appointments/conflicts. o Ability to manage conflict o Experience of problem solving skills o File management skills o Excellent presentational skills o Dealing with multiple demands in short deadlines o Ability to quickly understand the Executive Director's role in order to answer queries and communicate effectively o Committed to promoting a positive image of people with mental health conditions and learning disabilities
Desirable
- o Knowledge of the NHS and how it functions o Knowledge of partnering organisations both Public and Private Sector o Shorthand and or speedwriting skills
Person Specification
Education
Essential
- * Professional secretarial/Admin Qualification, such as BTEC or NVQ4 or equivalent * RSA III or equivalent demonstrable experience of typing * Knowledge of specialist functional / healthcare terms
Desirable
- * Educated to advanced level or equivalent * Secretarial training * Knowledge of Medical / Healthcare Terminology
Experience
Essential
- Experience of working as a Personal Assistant at Executive Director or Senior Manager level, (or demonstrable transferrable skill set) including: o Prioritisation of work streams and delivery to challenging deadlines o Effective and efficient electronic diary/inbox management (Outlook) o Handling various telephone enquiries o Organise and support various meetings and events o Audio and copy typing, taking and transcribing dictation o producing clear and accurate documents o Receiving visitors in a friendly and efficient manner o Taking and producing accurate minutes o Interpreting and collation of data into a standard format o Recording budget information o Searching, identifying and downloading appropriate information from the internet. o Retrieving information from available sources o Managing/maintaining a file system both electronic and hard files o Managing and developing office systems o Experience of arranging meetings at various locations o Preparing presentation material o Proof reading skills o Handling highly confidential and sometimes contentious / sensitive information. o Experience of working in a busy complex environment o Experience of using Microsoft Office packages (including MS Teams) o Experience of setting up spreadsheets o Previous experience of handling verbally aggressive calls from members of the public.
Desirable
- * Experience of working within the NHS * Experience of working in a large complex organisation
Knowledge
Essential
- o The post holder must acquire a high degree of knowledge and have the ability to deal with issues concerning the Executive Director's priorities to enable them to operate effectively at this level. o Understanding of the NHS.
Skills & Abilities
Essential
- o Ability to demonstrate a commitment to our organisational values o Up to date skills in office systems and functions, such as laptops, smart screens, photocopiers, laminators. o Ability to produce written reports, minutes and operational procedures in a clear concise language o Ability to handle varied and sometimes difficult situations, ensuring effective working by using full range of interpersonal skills [e.g. tact, diplomacy, negotiation, influencing, assertiveness] o Experience of passing on knowledge to others through training o Ability to work with people at all levels of the organisation, e.g. Chair, Vice Chair and Senior Managers over diary appointments/conflicts. o Ability to manage conflict o Experience of problem solving skills o File management skills o Excellent presentational skills o Dealing with multiple demands in short deadlines o Ability to quickly understand the Executive Director's role in order to answer queries and communicate effectively o Committed to promoting a positive image of people with mental health conditions and learning disabilities
Desirable
- o Knowledge of the NHS and how it functions o Knowledge of partnering organisations both Public and Private Sector o Shorthand and or speedwriting skills
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
