Personal Assistant

NHS Jobs; St. Ives; On-site; GBP 23,000 - 32,000; Full time

Job summary

East of England Community Health & Care NHS Trust is seeking a accountable Personal Assistant for the Chief Nurses Directorate. The post holder will provide comprehensive administrative, secretarial and organisational support to the Deputy Chief Nurses and the Assistant Directors, coordinating papers, meetings and communications with internal and external stakeholders.

The role requires initiative, confidentiality and the ability to manage competing priorities, with responsibilities spanning

Qualifications

• Provide high-quality administrative and secretarial support to the Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing).
• Coordinate meetings, papers and actions across portfolios including patient experience, patient safety and regulatory compliance.

Responsibilities

• Proactive diary management and meeting preparation for senior nursing leaders.
• Take accurate minutes and manage action logs with timely follow-up.

Skills

High-level administrative support

Diary management

Stakeholder liaison

Minute taking

Tools

Microsoft 365

Job description

Job Purpose The post holder will be a key member of the Chief Nurses Directorate and will be responsible for providing comprehensive administrative, secretarial and organisational support to the two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing). The role requires the post holder to work independently with minimal supervision, exercising initiative, discretion and judgement in managing competing priorities and maintaining effective communication across a range of internal and external stakeholders. Main Duties & Responsibilities Personal Assistant duties Provide high-quality, comprehensive, and responsive personal assistant, secretarial and administrative support to the two Deputy Chief Nurses, the Assistant Director of Allied Health Professionals and the Assistant Director of Professional Practice (Nursing) Support portfolios including patient experience, patient safety, regulatory compliance and quality by ensuring meetings, papers, correspondence and actions are coordinated effectively. Develop a strong understanding of the priorities, objectives and working styles of the Deputy Chief Nurses and assigned Assistant Directors to provide proactive, responsive and effective PA support. Act as the first point of contact for enquiries on behalf of the Deputy Chief Nurses assigned Assistant Directors, managing communications professionally and ensuring appropriate action is taken. Proactively manage complex electronic diaries and 'bring forward' systems, anticipating requirements, responding to changing priorities and ensuring the Deputy Chief Nurses and assigned Assistant Directors are fully prepared for meetings and commitments. Take accurate and timely minutes of meetings, produce action logs and ensure meeting outcomes and actions are circulated and monitored appropriately.Ensure efficient follow-up of actions arising from meetings using initiative to monitor progress and highlight outstanding actions where appropriate. Develop and maintain electronic and paper filing systems ensuring records are accurate, accessible, archived appropriately and managed in accordance with the Trusts information governance and data retention policies. Prepare, format and distribute letters, reports, presentations and other documentation to a high professional standard using Microsoft 365 and other Trust systems. Utilise Microsoft 365 applications and Trust electronic systems effectively, supporting efficient ways of working and maintaining accurate records. Maintain personnel files and electronic information relating to annual leave, sickness absence, mandatory training and other workforce information in accordance with organisational policies and processes. Ensure effective office administration systems are maintained and support business continuity through appropriate handover arrangements and office cover during periods of absence. Handle confidential and sensitive information appropriately, including matters relating to recruitment, employee relations, serious incidents, complaints and governance processes. Act as an ambassador for the Trust, demonstrating professionalism, discretion, integrity, courtesy and respect in all interactions. Work collaboratively with business support colleagues to provide a comprehensive, flexible and professional support service across the Chief Nurse Directorate. Arrange visitor parking at Trust sites using the appropriate systems where required. Organise internal and external meetings, including: diary coordination venue and room bookings agenda preparation collation and circulation of meeting papers arranging refreshments where required coordination of attendee requirements Health and Safety Employees must be aware of the responsibilities placed upon them under the Health and Safety at Work Act (1974), to ensure the agreed safety procedures are carried out to maintain a safe environment for employees and visitors. Ensure the Trusts Health and Safety Policies are understood and observed and that procedures are followed. Ensure the appropriate use of equipment and facilities and the environment is maintained in good order. Take the necessary precautions to safeguard the welfare and safety of themselves, patients, staff and visitors, in accordance with the Health and Safety at Work Act. Undertake appropriate Health and Safety training to support safe working practice including, where appropriate, its management. People Management Maintaining own professional development and requirement to take part in appraisal and KSF process. Clinical and Practice Governance Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act. Any data that is taken/shared as part of a phone call or transported, faxed, or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies. The post holder must adhere to the Trust risk assessment and risk management processes The post holder must adhere to infection control policies and procedures Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust. The post holder must participate in clinical and safeguarding audits as required The post holder is required to participate in relevant emergency preparedness process for their team.

East of England Community Health & Care NHS Trust

East of England Community Health & Care NHS Trust