PA to Network Director of Operations South

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About the Trust

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure we're a great place to work.

Our ambition is to maximise people's potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

1. Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
2. Flexible working opportunities to support your work/life balance
3. Access to Continued Professional Development
4. Involvement in improvement and research activities
5. Health and Wellbeing activities and access to an excellent staff wellbeing service
6. Access to staff discounts across retail, leisure and travel

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

https://www.penninecare.nhs.uk/values

Job overview

An exciting fixed term opportunity has arisen to work as a Personal Assistant supporting the Network Director of Operations & Quality. The fixed term is to cover maternity leave.

We are looking for an experienced individual who is a strong team player, able to deliver energy, passion and commitment, who is highly organised, and who has the ability to communicate effectively and professionally with a wide range of people both within and outside the Trust. Your duties will include superb calendar and email management, with formal minute taking, and production of formal reports and other correspondence. You will need strong IT skills to be successful in this role. The successful candidate will be able to work both independently and as part of a team. We are able to offer flexible working. If you are looking to widen your skill set then this may be an opportunity for you.

Main duties of the job

Operate an accurate electronic diary system for the Network Directors planning and organising appointments to ensure most effective use of time/resources as relevant and appropriate.

Organising, responding to and fielding work on behalf of the Network Directors using own judgement and ensuring urgent matters are brought to the attention of a member of the relevant Senior Operational Management Team (including Managing Director and Associate Directors) in a timely manner.

Deal with incoming correspondence through mail, email, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely manner.

Ensure preparation of agendas, assembly and distribution of meeting papers, minute confidential/senior meetings and working groups including follow up actions.

Working for our organisation

• The post holder will be required to comply with the organisations standing order and standing financial instructions and at all times, deal honestly with the organisation with colleagues and all those who have dealing with the organisation including patients, relative and
• The post holder must ensure that their behaviour and interests inside and outside work do not conflict with their Trust position, duties and/or
• The post holder must comply with and support the development of the performance standards within the service/department to ensure the service is responsive to and meets the needs of its
• The post holder will be required to develop and maintain good working relationships with all patients, service users, staff, contractors and where appropriate, members of the
• The Trust aims to maintain the good will and confidence of its own staff, patients, service users, NHS contractors and the general public. To assist in achieving this objective it is essential that at all times, the post holder carries out their duties in a courteous, sympathetic and professional
• The post holder must carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies, avoiding unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other

Detailed job description and main responsibilities

• Responsible for the provision and overseeing of confidential secretarial support for the Network Director of Operations Souths.
• Operate an accurate diary system for the Network Director of Operations Souths, planning and organising appointments to ensure most effective use of time/resources as relevant and
• Organising, responding to and fielding work on behalf of the Network Director of Operations Souths using own judgement and ensuring urgent matters are brought to the attention of a member of the relevant Senior Operational Management Team (including Managing Director and Associate Directors) in a timely
• Deal with incoming correspondence through mail, email, telephone calls and any other method of communication. Ensure responses are prepared and submitted in a timely

• Ensure the arrangement of meetings, workshops, and seminars, to include responsibility for travel, room bookings, and accommodation and hospitality arrangements.
• Ensure preparation of agendas, assembly and distribution of meeting papers, minute confidential/senior meetings and working groups including follow up actions.
• Prepare presentations, reports and briefing papers using a variety of formats, including but not limited to PowerPoint, Word and Excel
• Ensure the maintenance and development of effective and efficient manual electronic filing

• To liaise with and take responsibility for communication to both internal and external colleagues and ensure that telephone calls/enquires are dealt with tact, diplomacy and in a professional manner by self and
• Deal with a range of enquiries from internal and external contacts, using sympathetic and reassuring approach, where required, ensuring confidentiality at all
• Ensure the provision of photocopying and scanning
• Ensure the maintenance of office stationary stocks and supplies systems including room bookings, travel and hospitality
• Ensure the provision of accommodation and travel
• Ensure the completion of Staff Attendance Record Sheets and support with verifying expenses
• Support with review of CEST and IPDR rates for the staff within the remit of the Network Director of Operations Souths.
• Undertake activities delegated by the division as
• Support with developing response to enquiries (including but not limited to complaints, HR related matters, Freedom to Speak Up, MP enquiries)
• Ensure effective approach to email management for the Network Director of Operations Souths
• Work in close collaboration with other personal assistants to ensure appropriate cover at relevant
• To be able to work using own initiative and prioritising own workload
• Attend team meetings as requested and take minutes if required

• Prepare and agree a personal development plan and objectives for self
• Undertake personal training and ensure training as

Person specification

Education / Qualifications

Essential criteria

• NVQ4 or relevant equivalent experience
• IT Skills including experience of using Microsoft Office

Desirable criteria

• Word processing/typing or equivalent experience
• ECDL Business Admin

Experience

Essential criteria

• Previous secretarial and administrative experience
• Experience of taking minutes and preparing agendas
• Diary Management
• Raising Orders
• Liaising effectively with a range of agencies, clinical and non clinical.

Knowledge

Essential criteria

• Knowledge of word processing packages inc. Excel, Outlook, PowerPoint
• Understanding issues of confidentiality
• Knowledge of GDPR

Desirable criteria

• Awareness of mental health difficulties

Skills and Abilities

Essential criteria

• Excellent Organisational Skills
• Good written and verbal communication and verbal skills
• Ability to construct letters, emails and notes provided by word of mouth
• Meet deadlines
• Excellent time management
• Ability to work unsupervised

Desirable criteria

• Ability to provide reports
• Audio typing experience

Work Related Circumstances

Essential criteria

• Willing to undertake all necessary training required to carry out the role
• Willing to work across the Trust footprint in line with service needs

A hints and tips document is attached below for guidance on completing your application form.

Disclosure Barring Certificate check

All of our new starters, who are appointed to a post which requires a Disclosure Barring Certificate check (DBS), will be recharged for the full cost of the check (DBS checks for volunteers are free of charge).

An enhanced DBS check costs £38 and a standard check costs £18 (plus an administration charge of £3.50). If you are a substantive member of staff, the full amount will be taken from your first month's salary.

If you are a member of staff on our bank, you will need to repay the full amount from your first salary.

We encourage you to register with the DBS update service at an annual cost of £13 (this is mandatory for bank staff).

Other important information

• We are committed to equality, diversity, and inclusion (EDI) and recognise the importance of ensuring our diverse service user population is reflected within our workforce. Unfortunately, we know that, at present, there is underrepresentation of our communities in our workforce. We welcome applications from people from diverse communities to help us grow, learn, be better and consider brilliant innovation diverse people bring.
• Priority will be given to applications from existing NHS employees who have an at risk status
• This post is on our terms and conditions (T&Cs). If you are an existing employee currently on transferred terms and conditions (i.e. you transferred from another employer and retained their T&Cs) and you are voluntarily applying for this post; if you are successful, you will be employed on our T&Cs
• You will be informed about the progress of your application following shortlisting. Only applicants who clearly demonstrate the criteria listed in the person specification will be shortlisted for interview
• We will notify you by email if you have been shortlisted or not. Computer access is available at your local job centre or library. Please make sure you check your spam filter/junk folder. If any mail goes to your junk folder please mark it as safe
• If you would like to be considered under the disability confident scheme, you will be guaranteed an interview if you meet the essential criteria on the person specification for the post
• If you require reasonable adjustments to our recruitment process please phone us on 0161 716 3181 at the earliest opportunity. We will support you to complete your application
• We reserve the right to close a vacancy earlier than the advertised closing date if a sufficient number of applications have been received
• Unfortunately we are not able to guarantee the transfer of lease cars, or cover the costs of early termination charges.
• We have a strict policy on unsolicited contact from recruitment agencies. Please do not contact our recruiting managers directly.

Vaccination

COVID-19 vaccination remains the best way to protect yourself, your family, your colleagues and of course our patients from the virus when working in our healthcare settings. Whilst COVID-19 vaccination is not a condition of employment at this time, we do encourage our staff to get vaccinated. We will be checking the vaccination status of all new starters so that we can manage individual and environmental risks, and so that we can support those who may be undecided about vaccination. If you are unvaccinated there is helpful advice and information at https://www.nhs.uk/conditions/coronavirus-covid-19/ where you can also find out more about how to access vaccination. There is a current Government consultation underway which will determine whether some new starters may need to be vaccinated.

Employer certification / accreditation badges

Documents to download

• Job Description (PDF, 109.6KB)
• Person Specification (PDF, 134.3KB)
• Policy Statement on Recruitment of Ex-Offenders (PDF, 117.0KB)
• Applicant Information pack (PDF, 505.6KB)