Personal Assistant

Gloucestershire Health and Care NHS Foundation Trust; Gloucester; On-site; GBP 15,000 - 24,000; Part time

Job summary

Gloucestershire Health and Care NHS Foundation Trust seeks a part-time Personal Assistant to CAMHS, based at the Gloucester site. The role covers confidential administrative and secretarial support to the CYPS Service Director and broader CAMHS Management.

It involves diary management, document preparation, and coordinating meetings and travel. You will work as part of the PA team to ensure smooth service delivery, maintain high standards of customer care, and handle sensitive information with

Qualifications

• Experience in administrative/secretarial support preferred.
• Proven ability to manage complex diaries and arrange travel.
• Proficient in MS Word, Outlook, Excel and PowerPoint.

Responsibilities

• Provide confidential administrative and secretarial service to CAMHS Service Director.
• Support PA team to ensure service delivery and adequate PA cover.
• Maintain confidential filing and accurate records.
• Arrange meetings, minutes, travel, and hospitality for Board level events.
• Prepare formal reports and disseminate information to colleagues.

Skills

Secretarial support

Diary management

Microsoft Office

Minute taking

Travel coordination

Tools

Microsoft Office Suite

Job description

This role is offered on a fixed term/secondment basis for up to 9 months. The hours are part-time, 22.5 hours per week.

*Internal applicants who wish to be considered for a secondment opportunity should discuss with their line manager the suitability of a possible secondment*

The role is based within the Child and Adolescent Mental Health Service(CAMHS) at its Gloucester site, however it may be necessary for the post holder to travel, on an infrequent basis, to other sites within Gloucestershire to support at times of staff shortages etc.

Take responsibility for operational management tasks as delegated by CAMHS Support Services Lead.

To provide a full confidential, administrative and secretarial service to the CYPS Service Director (including wider CAMHS Management as requested)

To work as a member of the wider PA team to ensure service delivery and adequate PA cover is provided

To project the professional image of the business through demonstrating excellent customer care in all activities

To adopt a constantly flexible approach to ensure that objectives are completed efficiently and within given timescales

To maintain confidentiality at all times

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

• 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
• 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
• 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

To provide comprehensive and efficient secretarial and personal assistant support ensuring the accurate and timely production of work to a high standard.

Word processing, audio-typing, production of letters, documents, tables, presentations using Microsoft Office programmes (Word, PowerPoint and Excel in particular).

Complex and frequently changing diary management using Microsoft Outlook.

Booking and arranging travel, transport and accommodation.

Setting up and using multi-media technology such as MS Team.

Provide formal reports regarding the analysis of CAMHS information (this may include some statistical analysis).

Receive and make telephone calls, taking messages, dealing with telephone and email enquiries appropriately and ensuring accurate and timely communication of messages.

Log and prioritise post, taking appropriate action and responding as required.

Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trust's policies and procedures.

Provide and receive complex and sensitive information to work colleagues and clients using tact and diplomacy.

Be responsible for organising meetings, conferences and workshops including preparation of agendas, arranging venues and hospitality and ensuring follow-up actions are initiated and arranged.

Support Board level meetings by comprehensive minute taking.

Maintaining accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.

Providing support for routine HR procedures e.g. recruitment and selection, annual leave, as delegated by CAMHS Management.

Assist in collating tenders for the procurement of goods and services and ensuring that relevant documentation of the procedures are completed.

Maintaining awareness of strategic developments within the Trust.

Sourcing information for the Director on key initiatives/developments nationally and locally.

Assist in ordering and maintaining stationery stock, office equipment and other physical assets as required.

Undertake any other appropriate duties as may be delegated from time to time.

Be able to work to deadlines as required by the service needs.

Actively participate in team meetings and discussions with colleagues and managers to make constructive suggestions as to how services could be improved with own work area and implementing such changes with guidance from line manager.

Acts in ways that support equality and value diversity. Treat everyone with whom you come in contact with dignity and respect and recognise and report behaviour that undermines equality and diversity.