Job summary
Inpatient Mental Health Services are pleased to offer an exciting opportunity for an individual to join our team as Personal Assistant (PA)/Higher Secretary to the Associate Director for Inpatient & Urgent Care Mental Health Services.
We are seeking an experienced, reliable and highly motivated PA/Higher Secretary to work within the busy management area of our Inpatient & Urgent Care Services. You will need to have proven organisational skills and be committed to provide high-quality PA and Secretarial support.
This is an exciting opportunity to work within a busy area of the NHS and is an important role working as part of a Management team with a friendly atmosphere and strong work ethic.
Working hours are Monday to Friday onsite at Basildon Mental Health unit, 37.5 hours per week. Please do not apply if you are unable to work full time, Monday to Friday onsite.
Main duties of the job
As PA/Higher Secretary to the Associate Director, you will be required to provide a full and comprehensive service, the complexities of which require a high degree of organisational skills, particularly in diary and time management. Effective diary management will require the post holder to organise meetings as required which will involve liaison with a wide number of both internal and external stakeholders. Mailbox management is also a key part of the role.
As PA/Higher Secretary to the Associate Director, you will be required to provide support in organising meetings (including HR hearings and meetings of a confidential nature taking notes/actions as requested) as well as providing support for administration services including recruitment and placing orders.
You will need to have the ability to work under pressure and although a key part of the team, on your own initiative.
About us
Valuing you. Recognising your dedication. At EPUT, we look after you.
- Receive supervision and support to help you fulfil your potential.
- Join an inclusive EPUT community and connect with others through engagement events and equality or champion networks.
- If you need help, we provide mental health and wellbeing services, occupational health advice and counselling.
- We run recognition awards to recognise staff's hard work and dedication.
Benefits
- 27 days holiday, plus bank holidays, rising to 33 days after 10 years' service.
- Excellent pension of up to14.5% of your pensionable pay.
- Staff discounts include Blue Light Card, NHS discount offers, and staff benefits.
- £8K relocation package if you move to Essex to join us
- Season ticket loans are interest-free to cover the cost of travelling to and from work via tram, rail, or bus.
Work that wraps around your needs
- Flexible working: available from day one for most roles.
- Job share: Applications for job shares are welcomed.
Job description
Job responsibilities
The post holder will:
- Provide a full PA provision for the Associate Director
- Provide a full and confidential secretarial and administrative service to the Associate Director.
- Provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department.
- Attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format.
- Manage the communication, to and from, the Associate Director and Service Management Team and across all Directorates ensuring that all matters are prioritised appropriately.
- Ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system.
- Take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day.
- Prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees.
- Assist with budget management by coding and checking expenditure in accordance with standing financial instructions.
- Assist in the local induction of other members of staff within the Directorate as required. To support the recruitment, induction and supervision of other administrative staff where appropriate and as required.
- Cover within the Directorate PA/Secretarial team as required.
Job description
Job responsibilities
The post holder will:
- Provide a full PA provision for the Associate Director
- Provide a full and confidential secretarial and administrative service to the Associate Director.
- Provide a first point of contact for internal and external queries, answering them where possible and otherwise signposting them to the appropriate department.
- Attend and minute meetings as required and be responsible for the typing and presentation of reports and minutes in accordance with the required format.
- Manage the communication, to and from, the Associate Director and Service Management Team and across all Directorates ensuring that all matters are prioritised appropriately.
- Ensure that there is an efficient electronic and manual filing and retrieval system in operation with a functioning brought forward system.
- Take lead responsibility for organising workshops and other functions as directed. This will require communication with all attendees, booking venues, organising catering, attendance on the day and note taking and typing from the day.
- Prepare and co-ordinate papers, presentations and agendas for meetings. Attend and minute meetings if required and transcribe minutes ensuring follow up action is taken for specific pieces of work/committees.
- Assist with budget management by coding and checking expenditure in accordance with standing financial instructions.
- Assist in the local induction of other members of staff within the Directorate as required. To support the recruitment, induction and supervision of other administrative staff where appropriate and as required.
- Cover within the Directorate PA/Secretarial team as required.
Person Specification
Education/Qualification
Essential
- Good written and spoken English
- NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3).
Desirable
- Recognised Medical Secretary Qualification/AMSPAR
- Good general education with Maths and English to GCSE standard or equivalent
Knowledge
Essential
- Knowledge of a full range of secretarial and administration procedures
Desirable
- Advanced IT skills i.e. Word/Excel and PowerPoint and Outlook
Skills
Essential
- Experience of working within a team environment
Desirable
- Previous experience of working in the NHS
- Experience of working in the Mental Health environment
Person Specification
Education/Qualification
Essential
- Good written and spoken English
- NVQ level 3 Business Administration and /or equivalent experience or qualification (e.g. RSA 3).
Desirable
- Recognised Medical Secretary Qualification/AMSPAR
- Good general education with Maths and English to GCSE standard or equivalent
Knowledge
Essential
- Knowledge of a full range of secretarial and administration procedures
Desirable
- Advanced IT skills i.e. Word/Excel and PowerPoint and Outlook
Skills
Essential
- Experience of working within a team environment
Desirable
- Previous experience of working in the NHS
- Experience of working in the Mental Health environment
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.
Employer details
Employer name
Essex Partnership University NHS Foundation Trust
Address
Basildon Mental health Unit
Nethermayne
Basildon
SS16 5NL
Employer's website
https://eput.nhs.uk/ (Opens in a new tab)
