Personal Assistant

Derbyshire Healthcare NHS Foundation Trust; Derby; On-site; GBP 26,000 - 30,000; Full time

Job summary

Join a compassionate team dedicated to making a positive impact in healthcare. This role offers the chance to provide essential secretarial support to senior management, ensuring effective communication and organization within a respected healthcare setting. You will manage diaries, coordinate meetings, and handle sensitive information with professionalism. With flexible working options and a commitment to staff wellbeing, this position is an excellent opportunity for those looking to contribute meaningfully in a supportive environment. Embrace the chance to grow your skills while making a difference in the community.

Benefits

Flexible working

Annual leave

Ongoing training

Health discounts

Employee assistance programs

Maternity/paternity/adoption benefits

Qualifications

• Demonstrable experience in secretarial roles with strong typing skills.
• Ability to manage multiple diaries and handle confidential information.

Responsibilities

• Provide comprehensive secretarial support, including minute-taking and diary management.
• Support meetings by booking rooms and maintaining an action list.

Skills

Microsoft Office Suite

Diary Management

Audio Typing

Communication Skills

Education

GCSE English Grade C or equivalent

Typing qualification (RSA III or equivalent)

Tools

Microsoft Outlook

Microsoft Office

Job description

To provide a comprehensive, high-quality secretarial service to the Deputy Director of Nursing and the Deputy Director of Practice and Transformation/Chief AHP within the Nursing and Quality Directorate. Responsibilities include handling enquiries and referrals promptly, coordinating secretarial services such as preparing agendas and papers, minute taking, follow-up actions, diary management, and processing correspondence.

This is a fixed-term position with the potential to become permanent.

Main duties of the job

1. Provide comprehensive secretarial support, including word processing of agendas, papers, letters, notes, and minutes; produce action matrices and routine correspondence.
2. Manage electronic diaries for senior managers using Microsoft Outlook.
3. Work autonomously, prioritising workload effectively, using electronic calendars and Outlook flags for planning and training.
4. Support senior management meetings by taking notes, booking rooms (including virtual meetings), and downloading videos for note-taking.
5. Perform various word processing tasks, including typing from video, letters, minutes, and statements for investigations.
6. Support disciplinary, investigation, and complaint processes by arranging meetings, sending invitations, and taking statements, handling confidential and sensitive information.

About us

Join 'Team Derbyshire Healthcare' and be part of a dedicated, compassionate workforce committed to making a positive difference. We are rated 'GOOD' by CQC, with colleagues praised for treating patients with kindness and compassion.

Benefits include flexible working, annual leave, ongoing training, maternity/paternity/adoption benefits, health discounts, pay progression, employee assistance programs, and various staff networks and wellbeing initiatives.

Job responsibilities

Please review the Job Description and Person Specification. To apply, click the 'APPLY FOR THIS JOB' link to the TRAC Recruitment Site. Registration is required if you do not have an account.

Professional Issues

1. Provide secretarial support both verbally and in writing, including audio typing and word processing.
2. Create and format documents, charts, and tables using Microsoft Office packages.
3. Manage diaries daily, ensuring effective time management.
4. Maintain accurate and confidential electronic filing systems.
5. Support meetings by booking rooms, attending virtually or in person, and downloading videos for notes.
6. Review and respond to emails promptly, maintaining an action list to meet deadlines.
7. Perform various typing tasks, including audio typing, from video, and typing from notes.
8. Keep operational structures and contacts updated and disseminate information as needed.
9. Support disciplinary, investigation, and complaint processes with arrangements and documentation, handling sensitive information.
10. Undertake general administrative tasks such as photocopying, filing, scanning, and mail processing.
11. Handle telephone calls, messages, and enquiries professionally.
12. Collect and produce statistical data related to the service.
13. Monitor staff leave and maintain staff files as delegated.
14. Contribute to a high-quality front-of-house service, ensuring cleanliness and professionalism.
15. Comply with Trust policies, including Health and Safety procedures.
16. Arrange onsite maintenance and raise work requisitions.
17. Assist with recruitment and provide cover for colleagues as needed.
18. Willingness to travel to other bases and support stock procurement.
19. Participate in staff surveys and other related activities.

Person Specification

• GCSE English Grade C or equivalent
• Typing qualification (RSA III or equivalent) or demonstrable experience
• Experience with Microsoft Office Suite and diary management
• Experience in formal meeting note-taking
• IT qualifications such as CLAIT/IBT2/ECDL or equivalent
• Ability to manage multiple diaries and travel between sites

Disclosure and Barring Service Check

This position requires a DBS check due to the sensitive nature of the work.

Employer details

Salary: £26,530 to £29,114 per annum, pro-rata