Personal Assistant

Job Title: Personal Assistant

Working pattern: Monday to Friday, 09:00am - 17:00pm

Band: 4 £12.86 p/h

Job Description:

Main duties:

• The Directorate PA will provide a full and comprehensive administrative service to the Head of Operations/Directorate Management Team and manage and co-ordinate the administration in the Secretariat, ensuring the most efficient and effective use of resources. The post holder may have line
• management responsibility for admin 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 Directorate 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 Service Manager for Trafford.

Responsibility to Patient Care:

• Ensure all governance meetings take place and are recorded
• accurately to ensure the safe running of the service in regard to our service users.
• Support the administration of any investigations being
• undertaken by the Directorate, including TMR, PIR, 3-day review etc.
• Assist in the administration of any investigations being
• undertaken by other Directorates within the Trust when
• required.

Planning and Organising:

• To maintain and manage all electronic diaries and use these
• diaries to arrange appointments and meetings for your allocated managers/ clinicians.
• To facilitate and coordinate events and all prevailing
• administrative duties including planning, agendas, take / type
• minutes (using paper and electronic methods), preparation of
• room and IT equipment, arrange venues and refreshments as
• required on request for meetings, workshops, investigations, and supervision.
• Management of inboxes for managers / clinicians and
• maintaining a process for flagging up email that require action.
• Support the management team in the maintenance of the Datix system and relevant spread sheets and monitoring tools to support this when requested.
• To develop and maintain appropriate bring forward systems for progress chasing, outstanding enquiries, comments and actions. Be pro-active in utilising these systems and forward plan agenda items, supporting papers for minutes etc.
• To ensure appropriate paper based and electronic filing systems are in place and ensure regular maintenance, in line with local and national legislation.
• To ensure all managers / clinicians are in receipt of all papers
• required for meetings.
• To ensure appropriate levels of stationary are available for the management team.
• To co-ordinate any travel warrants or overnight accommodation required by your managers / clinicians.
• Ensure sickness and absence is recorded on Health Roster in line with Payroll cut of dates.
• The production of highly sensitive documents that could relate to colleagues and other staff across the Directorates.
• Maintain personal files in regards to filing of all HR documentation.

Communication:

• Participate in the appraisal process with required knowledge of the Knowledge and Skills framework (KSF).
• Attend and participate in regular administrative meetings.
• Responsibility for the line management of admin staff within your
• team ensuring regular supervision and participation in the appraisal
• process
• Support trainee/agency secretaries ensuring effective office system
• is maintained, and support is offered where needed
• Cooperate fully in the introduction of new technology and in the
• development of new methods of working as appropriate to your area
• of responsibility.
• To take responsibility for own area of work, ensuring any areas of
• concerns are raised timely and appropriately.
• Support service developments relevant to your area of work and
• assist in change programmes to enhance the service delivered.
• To provide a personal and confidential service to all senior staff within the directorate, including the typing of reports, general correspondence, minutes, agendas etc.
• Interrogate websites to retrieve guidance across a range of key issues pertinent to the work of the management team.
• Sort and distribute mail effectively and timely.
• Prepare and collate any team briefs / communication appropriate to the service, ensuring deadlines are met for effective information sharing across the Directorate.
• Any other duties commensurate to the role.
• Work collaboratively with other Health & Social Care organisations
• Maintaining the Directorate Share point site, uploading documents and updating information when requested.