Personal Assistant

NHS; Gillingham; On-site; GBP 22,000 - 28,000; Full time

Job summary

A leading healthcare provider in Gillingham is seeking an experienced administrator to support the Head of Service. Responsibilities include managing the diary and emails, organising meetings, and ensuring compliance with office procedures. Candidates should possess excellent organisational skills along with a minimum of A Level standard education or NVQ 3 in Business Administration. The role is a fixed-term contract for one year to cover maternity leave, offering a dynamic work environment within a progressive and innovative healthcare service.

Benefits

NHS Pension scheme

Flexible working arrangements

In-house training and support

Qualifications

• Experience of a full range of office/secretarial/administrative procedures for 3-4 years.
• Evidence of continuing personal development.
• Experience as a Personal Assistant with a healthcare provider is advantageous.

Responsibilities

• Be the first point of contact for the Head of Service.
• Manage the Head of Services diary and emails.
• Organise meetings ensuring rooms are resourced appropriately.
• Provide administrative support for HR meetings.
• Ensure compliance with financial systems for orders.

Skills

Organisational skills

Attention to detail

Advanced IT skills

Initiative

Education

A Level standard of education or NVQ 3 in Business administration

NVQ 4 / Diploma in Business administration

Tools

Microsoft Office Suite

Job description

• Are you an experienced administrator with excellent organisational skills and an eye for attention to detail, willing to go the extra mile?
• Are you able to deal with confidential and sensitive information in a timely manner?
• Are youflexible in response to individual managers' needs/priorities?

Main duties of the job

The post holder will carry out a range of administrative functions specific to the particular Head of Service's portfolio working collaboratively with the other services in the pillar, Care Coordination Centre and Administrative Hub leads. The post holder will provide cover to heads of service across adults and children's services as required. You will need to work flexibly and collaboratively with operational and corporate teams to ensure high standards are achieved.

This is a fixed term contract for one year to cover maternity leave.

About us

So what else?

• This is your chance to join a progressive and innovative service in a social enterprise that is patient and staff focused - you'll even have the opportunity to become an MCH shareholder.
• We encourage staff to get involved in exploring new ways of working and service development.
• We'll provide well established, in-service training, one to one supervision, and appraisals with regular support.
• You'll be able to develop your skills in a friendly and supportive team.

Would you like to work flexibly?In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.

The small print

• Informal visits can be arranged on request.
• We will offer you the choice of two pension schemes; the NHS Pension scheme and the scottish widows group pension scheme.
• MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.

Job responsibilities

1. Be the first point of contact for the Head of Service. Screen telephone calls, dealing with as many issues/queries as possible independently, taking detailed messages for the Head of Service as appropriate.

2. Direct complaints and/or urgent queries to senior team in Head of Services absence

3. Manage the Head of Services diary to ensure they have manageable daily commitments, leaving time for travelling and meal breaks as required. Ensure meetings are appropriately grouped geographically, and maximise use of video and telephone conferencing to minimise time spent travelling.

4. Manage the Head of Services emails, dealing with as many emails as possible independently and flagging the remainder to indicate those which appear urgent, those which need discussion before being dealt with, and those that are for information or for the Head of Service to handle personally. Use the corporate flagging system.

5. Use the corporate filing system to manage the Head of Services inbox, filing emails appropriately to ensure adequate space is maintained and it is easy to retrieve filed emails if needed.

6. File paper and scanned documents in appropriate system.

7. Organise meetings (internal and external) ensuring rooms are resourced appropriately with equipment, refreshments etc. and are cleared away afterwards.

8. For service associated meetings not led by the admin hub, prepare and maintain meeting plans, identify standing and other planned items for each meeting. Draft agendas for agreement by the Head of Service. Gather papers required and ensure they are sent out in advance on time. Take formal minutes/action log as required. Progress/chase any agreed actions and update the Head of Service in advance of the next meeting.

9. For HR meetings that are chaired by the Head of Service provide administrative support ensuring invite letters, statement packs are sent out in advance on time. Take formal minutes. Ensure outcome letters are sent in a timely manner.

10. Event organisation: ensure venues are sourced, organising structured programmes, scheduling speakers, monitoring attendance.

11. Book 1-1s and PDRs with Head of Services direct reports throughout the year.

12. Coordinate and complete the HR data requirements for the Head of Services direct reports e.g. appraisal, statutory/mandatory training, sickness & pay returns. Advise the Head of Service of any areas of non-compliance.

13. Undertake ad hoc projects or other administrative duties as requested by the Head of Service.

14. Edit documents prepared in draft by Head of Service, ensuring the final version is clear, well written and presented well on the page. Use corporate formats.

15. Design and/or edit spread sheets as required, ensuring they are clear, accurate and understandable.

16. Use initiative to resolve minor queries and draft replies for checking and signature.

17. Ensure that financial systems are complied with for orders of goods or services, code invoices appropriately and monitor specified budgets.

18. Continually review own and team work procedures to develop and implement more efficient and effective ways of working.

Person Specification

Qualifications

• ALevelstandardofeducationor experienceofafullrange of office/secretarial/administrative procedures for 3-4 years NVQ 3 in Business administration/Customer Care or equivalent with proven experience
• NVQ 4 / Diploma in Business administration/Customer Care or equivalent

Experience

• Previous administrative role undertaken with several years' experience
• Evidence of continuing personal development
• Previous Personal Assistant role undertaken with a healthcare provider or other public sector

Skills

• Able to organise and prioritise own work using initiative
• Advanced IT skills to include Microsoft packages
• Knowledge of local systems

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.