Administrator - Personal Assistant

We are seeking a proactive and highly organised Personal Assistant to provide seamless support to our team. The ideal candidate will be a proactive problem solver with exceptional communication skills, tasked with managing schedules, handling confidential information and ensuring daily operations run smoothly.

Main duties of the job:

• The post holder will provide a confidential, comprehensive and personal assistant service to the ICS – Integrated services Neighbourhood Division senior management team.
• A proactive approach is expected with the planning, coordination and documentation of meetings and projects that the managers are responsible for developing.

Key Responsibilities:

• Diary management: Proactive management of calendars, scheduling meetings, appointments, and travel arrangements.
• Administration: Handle inbox management, document preparation, and office administration tasks.
• Communication: Act as the first point of contact for internal and external stakeholders.
• Support: Provide ad hoc support, including organising meetings and taking minutes where required.

Requirements:

• Proven experience as a Personal Assistant, Executive Assistant or similar administrative role with excellent management skills.
• Excellent organisational/time management, strong proficiency in MS Office, high level of integrity and confidentiality, ability to work independently under pressure.

Education and Qualifications:

• Educated to A Level/NVQ Level 3 (to include GCSE or equivalent in English Language) or demonstrate equivalent experience.
• Typing/WP RSA III/ ECDL or equivalent or demonstrate equivalent experience.
• Shorthand/speed writing.

Experience & Knowledge:

• Highly proficient in computing software including Microsoft Office applications (Teams, Outlook, Word, Excel).
• Experience of diary management.
• Experience in arranging committee/high-level meetings and events including producing meeting agendas, collating and distributing meeting papers, and minute taking.
• Experience of working within complex teams.
• Experience of developing and maintaining databases.
• Producing high-quality documentation in line with policies and guidelines.
• Experience of maintaining confidential records and file management.
• Minimum of 12 months experience working within an NHS or local health authority setting.
• Proven experience in the use of hospital computer systems – EMIS, Malinko, HISS, NEXUS.
• Experience of requisition raising and stock ordering.

Skills & Ability:

• Demonstrate a proactive and positive approach to work duties.
• Solution-focused with a creative approach to problem solving.
• Strong attention to detail to ensure delivery of high-quality work.
• Ability to work as part of a team and independently, without direct supervision.
• Demonstrate excellent communication skills – both written and verbal.
• Ability to deal with complex and sensitive information.
• Ability to work autonomously using own initiative.
• Demonstrate the ability to prioritise workload to meet tight deadlines/achieve key targets.
• Demonstrate a flexible approach to working to meet the needs of the service.
• Professional appearance.
• Demonstrate knowledge of the Trust’s divisional set-up.
• Knowledge of the Trust’s Complaints process.
• Car driver with access to vehicle or suitable alternative transport arrangements.

Any invitation to interview will be sent to the email account stated on your application form. If the role you have applied for requires a Disclosure and Barring Services (DBS) check we will administer this as part of your pre-employment checks. Please note, you will be required to repay the cost on appointment. This will be collected via a salary deduction. You can choose whether to pay this over 1-3 months from your salary or as a one-off payment on commencement in post. The level of check required depends on the role that you have been offered. Currently the charges are - Basic DBS check £25.50, Standard DBS check £25.50 and Enhanced DBS check £53.50. You are encouraged where possible, to register for the DBS update service. This is an annual registration fee of £16. By registering for the update service you will not have the additional cost of repeated disclosures. Should you withdraw your application, you may be required to reimburse the cost of the DBS check. DBS checks remain free of charge for volunteer positions. By submitting an application for this vacancy you are confirming your agreement to the above in the event you are successfully appointed. The DBS Code of Practice can be accessed here. Please ensure that you read the Person Specification attached below as your application will be judged against this. Please note that every effort will be made to keep the vacancy live until published closing date, though there may be instances where such interest is generated, that for administrative reasons the post may close earlier. Please note that in line with national NHS guidelines this Trust operates a strict non-smoking policy. Members of staff are not permitted to smoke on Trust premises or grounds at any time nor take breaks during working hours for the purposes of smoking. The Trust does not offer interview expenses to shortlisted candidates unless indicated in the advert.