Pa to Designated Members of The Dmt - London, United Kingdom - Oxleas NHS Foundation Trust

Oxleas NHS Foundation Trust
Oxleas NHS Foundation Trust
Verified Company
London, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

The PA will be responsible for maintaining calendars, organising meetings, collating and circulating papers from and to a variety of sources.

The PA will have the ability to produce high quality minutes, and ideally have a good working knowledge of Rio.


Work as part of the wider administrative team, liaising with the Administration Manager, other PAs and colleagues in a friendly and efficient manner sharing in covering workloads, answering telephones as directed by the Administration Manager.

Please note this vacancy is office based. Oxleas NHS Trust operates a Probationary Period, further details are available on request.

  • To be responsible for the maintenance of electronic diaries, arranging appointments as necessary. To take responsibility for planning and arranging meetings, producing and circulating agendas, supporting papers and minutes.
  • External communications with other organisations and stakeholders relating to the activities of the Directorate.
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings.

Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies.

Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives.

Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.

We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent.

We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs.

We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London.

We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families.

This is strengthened by our new values:

  • We're Kind
  • We're Fair
  • We Listen
  • We Care
  • To be the first point of contact for designated Senior Managers, dealing with enquiries in a proactive manner, initiating action for approval of the line manager. Judgement skills required and solution proposing for complex enquiries.
This will include liaising with service users, parents/carers, commissioners, staff and other external organisations.

  • To maintain an uptodate knowledge of, and ensure compliance with, the full range of Trust administrative policies monitor/screen all telephone calls to designated Senior Managers 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/service users/parents/carers including staff, external people and organisations, therefore negotiating skills are required.
  • Work on own initiative, proactively dealing with and managing queries on behalf of the designated senior manager, seeking to resolve these without the need to escalate where appropriate.
  • Liaise and coordinate workloads with senior managers proactively suggesting areas of priority.
  • Effective diary management; scheduling/prioritising appointments both regular and adhoc meetings with internal and external persons; arranging 1:1's and PDR's for direct reports of designated Senior Manager(s), and managing diary conflicts in advance, using initiative and negotiation skills. Maintain and update efficient use of relevant IT systems, including Microsoft Word, Powerpoint, Excel, Outlook calendar, databases and RIO, Healthroster, Datix and Cardea.
  • Manage and maintain effective filing and data systems, both manual and electronic.
  • Provide high quality presentations, create template designs and write up flip charts and process maps using appropriate software.
  • Ensure all correspondence is dealt with in a corporate style.
  • Support designated Senior Managers in producing required information and reports.
  • Organise forums, events and conferences including staff awaydays as required, which could be complex, including organizing speakers and planning of the programme.
  • Maintain the directorate database/systems relevant for governance stream.
  • Analyse and produce reports to support the meetings.
Co-ordinate diaries, book rooms and organise refreshments as required.

  • Prepare agendas, plan, organise, attend and produce minutes for meetings to support the director/
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