PA to Adult Community Mental Health Services Senior Management Team
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Detailed job description and main responsibilities
• Provide high quality PA/administration support to the CMHT Directorate Management Team and nominated senior management team members.
• Effective diary management; scheduling/prioritising appointments both regular and adhoc meetings with internal and external persons; arranging 1:1's, PDR's for direct reports and managing diary conflicts in advance, using initiative and negotiation skills.
• Produce agendas, collate and distribute papers/electronic bundles for meetings. Take and transcribe formal minutes at meetings and distribute in a timely manner; an advanced level of IT packages including Word, Excel, Power Point is required for complexity of work. Ensure that all relevant papers are available for meetings and proactively chase accordingly.
• Contribute to effective management of complaints and serious incidents processes; maintain recording systems, proactively chase outstanding reports accordingly, formatting of letters/reports.
• Act as first point of contact for key senior management colleagues. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.
• Monitor/screen all telephone calls to the CMHT Directorate Management Team and maintain an efficient system to ensure messages are forwarded to appropriate personnel within the Directorate in a timely manner. In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required.
• Typing/formatting of reports, letters, e-mails, presentations and letters by copy or audio.
• Manage incoming and outgoing mail and email, take appropriate action, identifying any action required, using own initiative when assessing priorities.
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Ordering of stock and supplies ensuring stock items are replenished and readily available and ordering approved for non-stock items.
• Manage and maintain effective office filing and data systems.
• Work as part of the wider administrative team, liaising with other PAs and colleagues in a friendly and efficient manner and share covering workloads/answering telephones etc. as directed by the Administration Manager.
• Maintain confidentiality at all times and abide by the Data Protection Act. Be familiar with the Trust's Policies and Procedures, adhering strictly to all Health and Safety Guidelines.
• Such other duties as may be reasonably expected consistent with the role and status of the position.
Person specification
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Essential criteria
- NVQ/RSA3/AMSPAR or equivalent experience
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Essential criteria
- Worked within a large organisation
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Essential criteria
- Diary management
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Essential criteria
- Microsoft Office package
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Essential criteria
- Minute taking
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Essential criteria
- Experience as a PA
We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.
If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.
We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
- Job description (PDF, 296.4KB)
- Structure Chart (PDF, 53.3KB)
- Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
- Privacy Notice for Staff (PDF, 268.6KB)
- Staff Benefits (PDF, 2.5MB)