Job summary
A Personal Assistant is required to provide a comprehensive secretarial service to the Care Group Senior Management Team within the Rotherham Care Group. This will be an exciting opportunity time to work alongside the current Personal Assistants, providing additional support to the Team.
Previous experience in a secretarial role supporting a senior manager is essential. Candidates will need to be flexible, be able to work independently and be proactive. Duties will include the production of confidential correspondence and reports; attending formal meetings to produce the minutes; maintenance and development of office systems and administrative processes involving IT systems.
In addition to formal secretarial qualifications, the post requires experience of Microsoft Office packages - Word, Excel and Power Point. Experience of audio typing may be useful. Excellent word processing/typing skills, exceptional organisational abilities and the capability to work in a confidential manner are of paramount importance in this role. The ability to communicate effectively; to work well under pressure and to prioritise the demands in a busy environment, are also essential. Managing competing priorities and identifying quickly emerging pinch points that may impact on the performance or productivity of the Senior Management Team is also necessary.
Main duties of the job
The post holder will be proactive in organising the full range of administrative/secretarial support to the Care Group Senior Management Team.
They will work alongside the Care Group Team Personal Assistants in relation to their corporate activities within the Care Group maintaining the highest degree of confidentially at all times.
Core Activities:
PA activities may vary according to senior management team requirements, but are likely to include the following:
Pro-active, efficient and effective diary management for appointments and meetings (face to face or on via Microsoft Teams, allowing sufficient 'free' time for Director[s] to fulfil their responsibilities. Where appropriate to delegate non-essential meetings to relevant members of the management team/direct reports.
Review, sort, prioritise and respond to email correspondence, providing draft responses (where possible) and in collaboration/agreement with allocated Directors, managing their email inbox to work more effectively and efficiently with the Directors working pattern.
Undertake a proactive approach to planning/rescheduling meetings, and responsibility for organising multidisciplinary meetings, conferences and events as required.
About us
Rotherham Doncaster and South Humber NHS Foundation Trust (RDaSH) employ around 4000 talented colleagues who are very much appreciated, valued, and respected.
We have a wide portfolio which includes mental health, physical health, learning disability and drug and alcohol services.
We are dedicated to the development of our our people and hold a learning half day every month for our colleagues.
We are passionate about enhancing the quality of our service and we work hard to attract and select the right colleagues for our organisation. Our goal is to employ those who share our passion for providing first class care while remaining committed to our vision and values. Please view our Strategy using the link below:
https://www.rdash.nhs.uk/documents/clinical-and-organisational-strategy-2023-to-2028/
To find out more about working for RDaSH and the fantastic benefits we offer visit our website:
https://workwithrdash.co.uk/
We are committed to inclusive cultures and really value people in our organisation, view our Allyship video on YouTube to find out more:
https://youtu.be/WMJSkLoTk4Q
The main terms and conditions of service can be found here:
https://www.nhsemployers.org/publications/tchandbook
Job description
Job responsibilities
Additional Duties
Where required, the relevant PA will undertake minute taking/transcription and agenda/paper collation for formal meetings where they are identified within being as required for governance or statutory compliance purposes and as required by the Director.
Agile working Appropriately challenge requirement for minuted meetings, where not required for risk/governance purposes, suggest workable, time-saving alternatives, eg Action/Decision logs.
Communication
Strong communication skills written and spoken.
Establish and maintain good working relationships with the colleagues and contacts internal/ external.
To manage all forms of communication with high level of tact, professionalism, diplomacy and empathy and, when appropriate, in line with the complaints procedure.
Develop an extensive knowledge of administrative procedures to advise and support the directorate, sharing information as appropriate.
Working as part of a Team
Maintain and regularly update your workplan and save to PA Admin shared drive.
Identify and actively contribute to improvements/developments within the PA Admin Team, eg. administration processes, flexibility of working arrangements, standard operating procedures.
Adopt and share knowledge of technology, sharing any opportunities to improve service levels within the function.
Work flexibly within working hours to ensure the PA office is appropriately covered and supported.
Support the day to day running of the office across the whole function.
Deputise in the absence of PA colleagues as and when required including providing administrative support to as required.
Technical Skills & Personal attributes
Excellent Microsoft Office software skills in Word, PowerPoint, Excel and Teams.
Excellent knowledge of ESR system to support others in the team/directorate.
Be an information systems user as required (training provided).
Champion for rollout of new/updated software (training provided).
Excellent organisational and administrative skills.
Team player.
Positive, forward thinking.
Reliable, resilient and adaptable to change.
Managing Self
Manage your personal development and goal setting with your line manager using the Trust Appraisal process and agreed timetable.
Comply with all Trust policies, procedures and protocols.
Participate in team meetings.
Complete all mandatory training.
Act responsibly and in line with the Trusts procedures when using work equipment and materials.
Carry out duties with due regard to the Trusts Equal Opportunity Policy.
Seek advice and support from your line manager whenever necessary.
Job description
Job responsibilities
Additional Duties
Where required, the relevant PA will undertake minute taking/transcription and agenda/paper collation for formal meetings where they are identified within being as required for governance or statutory compliance purposes and as required by the Director.
Agile working Appropriately challenge requirement for minuted meetings, where not required for risk/governance purposes, suggest workable, time-saving alternatives, eg Action/Decision logs.
Communication
Strong communication skills written and spoken.
Establish and maintain good working relationships with the colleagues and contacts internal/ external.
To manage all forms of communication with high level of tact, professionalism, diplomacy and empathy and, when appropriate, in line with the complaints procedure.
Develop an extensive knowledge of administrative procedures to advise and support the directorate, sharing information as appropriate.
Working as part of a Team
Maintain and regularly update your workplan and save to PA Admin shared drive.
Identify and actively contribute to improvements/developments within the PA Admin Team, eg. administration processes, flexibility of working arrangements, standard operating procedures.
Adopt and share knowledge of technology, sharing any opportunities to improve service levels within the function.
Work flexibly within working hours to ensure the PA office is appropriately covered and supported.
Support the day to day running of the office across the whole function.
Deputise in the absence of PA colleagues as and when required including providing administrative support to as required.
Technical Skills & Personal attributes
Excellent Microsoft Office software skills in Word, PowerPoint, Excel and Teams.
Excellent knowledge of ESR system to support others in the team/directorate.
Be an information systems user as required (training provided).
Champion for rollout of new/updated software (training provided).
Excellent organisational and administrative skills.
Team player.
Positive, forward thinking.
Reliable, resilient and adaptable to change.
Managing Self
Manage your personal development and goal setting with your line manager using the Trust Appraisal process and agreed timetable.
Comply with all Trust policies, procedures and protocols.
Participate in team meetings.
Complete all mandatory training.
Act responsibly and in line with the Trusts procedures when using work equipment and materials.
Carry out duties with due regard to the Trusts Equal Opportunity Policy.
Seek advice and support from your line manager whenever necessary.
Person Specification
Experience
Essential
- PA/Secretarial experience supporting Directors and/or committees/groups i.e. diary management, bring forward systems, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc.
Knowledge
Essential
- Competent in Microsoft Office Software or equivalent administrative programs
- Working knowledge of Microsoft Outlook
- Knowledge of Information Governance
Qualifications
Essential
- RSA III or equivalent GCSE English and Maths or equivalent
Person Specification
Experience
Essential
- PA/Secretarial experience supporting Directors and/or committees/groups i.e. diary management, bring forward systems, electronic filing systems, meeting preparation, minute taking, collating and presenting information etc.
Knowledge
Essential
- Competent in Microsoft Office Software or equivalent administrative programs
- Working knowledge of Microsoft Outlook
- Knowledge of Information Governance
Qualifications
Essential
- RSA III or equivalent GCSE English and Maths or equivalent
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.
