Personal Assistant

Cardiff and Vale University Health Board; Gloucester; On-site; GBP 12,000 - 18,000; Part time

Job summary

Cardiff and Vale University Health Board in Gloucester seeks a part-time administrative professional to support CAMHS Management for up to 9 months.

You will provide confidential PA services, diary management, MS Office admin, travel arrangements, and minute taking for board-level meetings, with opportunity to develop reporting and information analysis skills while ensuring high standards of service delivery.

Qualifications

• GCSE level 4 and above to include English and maths.
• Experience with NHS administration and office software.
• Ability to contribute to continuous improvement of systems.
• Experience using MS Office and video conferencing platforms.

Responsibilities

• Provide confidential, administrative and secretarial support to CAMHS Service Director.
• Operate diary management and travel arrangements using MS Outlook.
• Prepare reports and assist with information analysis and statistics.
• Maintain filing systems and handle communications with tact and diplomacy.
• Support meetings, minute taking and attendance at boards as required.

Skills

Confidentiality

Diary management

Customer service

Time management

Education

NVQ Level 2 in administration

NVQ Level 3 Administration / RSA Level 3

ECDL

Tools

Microsoft Office

MS Teams

Web-based procurement systems

Job description

Role Overview

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. 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.

Responsibilities

• 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
• 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 Trusts 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.

Qualifications

• GCSE level 4 and above (Grade C) to include English and maths
• NVQ Level 2 in administration or equivalent experience NVQ Level 3 Administration / RSA Level 3 or equivalent experience, Ability to contribute to the continuous improvement of systems and processes.
• Previous experience of working within the NHS., European Computer Driving Licence (ECDL) or equivalent experience
• Previous experience of using software package Microsoft Office e.g. Word, Excel, PowerPoint, Outlook to a high level., Experience in supporting with information analysis and provision of statistical reports.
• Experience of video conference platforms such as MS Teams.
• Experience of using web-based procurement systems.

Why Join Us

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.