Job summary
The divisional PA will provide a full comprehensive administrative service to the Service manager and senior Leadership and manage and co-ordinate the administration in the Secretariat, ensuring the most efficient and effective use of resources. The post holder will have line management responsibility for the admin and clerical staff within the Secretariat, and will be responsible for the coordination of the work and requirements identified, flagging up any issues that may come to light.
The Divisional PA will undertake general office duties including the taking and typing of minutes, reports, other correspondence, actioning any requirements identified within the typing. They will answer and manage calls and be the main point of contact for the Head of Operations / Senior Leadership Team.
The primary duties of a personal assistant to the Head of Operations/Senior Leadership encompass a range of administrative and organisational responsibilities. This role involves managing management's calendar, scheduling meetings, and coordinating travel arrangements to ensure optimal time management. Additionally, they are responsible for preparing reports, conducting research, and maintaining effective communication with various departments. Furthermore, the position requires a proactive approach to problem-solving and an ability to prioritise tasks efficiently, thereby supporting the operations team in achieving organisational goals.
Main duties of the job
The Support Management Secretary/PA will undertake general office duties including the typing of minutes, reports, other correspondence, actioning any requirements identified within the typing. They will answer and manage calls from patients and their carers / relatives and other health and social care professionals.
The post holder will assist with the coordination of all incidents and complaints within the Directorate assisting in the management of the Team Management Review system maintaining up to date progress records and service actions.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over6,400members of staff, who deliver services from more than160locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford, Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Job description
Job responsibilities
Please see attached job description and person specification
Staff benefits
Band
Saturday (midnight to midnight) and any week day after 8pm and before 6am
All time on Sundays and Public Holidays (midnight to midnight)
1
Time plus 47%
Time plus 94%
2
Time plus 41%
Time plus 83%
3
Time plus 35%
Time plus 69%
4 9
Time plus 30%
Time plus 60%
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
- fuelGenie Fuel Cards (for applicable roles)
Job description
Job responsibilities
Please see attached job description and person specification
Staff benefits
Band
Saturday (midnight to midnight) and any week day after 8pm and before 6am
All time on Sundays and Public Holidays (midnight to midnight)
1
Time plus 47%
Time plus 94%
2
Time plus 41%
Time plus 83%
3
Time plus 35%
Time plus 69%
4 9
Time plus 30%
Time plus 60%
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discounts
- fuelGenie Fuel Cards (for applicable roles)
Person Specification
Education / Qualifications
Essential
- Level 3 Competency based qualification (NVQ/RSA) or equal demonstrable experience.
Desirable
- Level 2 Competency based qualification (NVQ/RSA)
Experience
Essential
- Supervising Staff
- Working effectively with word processing or equivalent, spreadsheets and databases
- Minuting of complex meetings.
- Change management
Desirable
- A patient administration background.
- Use of clinical EPR systems
- Use of office equipment e.g., scanners, fax etc.
Knowledge
Essential
- Managing an information system.
- Patient confidentiality
- The rationale around appraisal and development.
- Importance of working as part of a team
- The Data Protection Act.
- Use of office equipment.
Desirable
Skills and Abilities
Essential
- Realability
- Punctuality
- Flexibility
- Excellent time management
- Ability to prioritise
Desirable
- Responsibility over own learning and develepment
Person Specification
Education / Qualifications
Essential
- Level 3 Competency based qualification (NVQ/RSA) or equal demonstrable experience.
Desirable
- Level 2 Competency based qualification (NVQ/RSA)
Experience
Essential
- Supervising Staff
- Working effectively with word processing or equivalent, spreadsheets and databases
- Minuting of complex meetings.
- Change management
Desirable
- A patient administration background.
- Use of clinical EPR systems
- Use of office equipment e.g., scanners, fax etc.
Knowledge
Essential
- Managing an information system.
- Patient confidentiality
- The rationale around appraisal and development.
- Importance of working as part of a team
- The Data Protection Act.
- Use of office equipment.
Desirable
Skills and Abilities
Essential
- Realability
- Punctuality
- Flexibility
- Excellent time management
- Ability to prioritise
Desirable
- Responsibility over own learning and develepment
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).
