- Providing secretarial/administrative support and assisting with the management of their time and workload
- To be the first point of contact for the DCAHP. To deal with queries and messages confidently and sensitively, taking appropriate actions and ensuring confidentially at all times
- Support development of new ways of working that deliver Trust objectives.
- Supporting the DCAHP relies upon close team working with the other PA's in the system including those supporting the Executive Team and the operational and clinical teams.
- Recognised secretarial/administrative qualifications
- NVQ3 in Administration or equivalent experience
- Management Qualification
- Recent experience in senior office administrative/secretarial role
- Able to use Microsoft Outlook and effectively manage executive diaries and prioritise meetings on a daily basis
- Taking minutes of formal meetings
- Highly motivated, flexible and enthusiastic with excellent organisation and secretarial skills
- Ability to work on own initiative and under constant pressure
- Recent experience of working in the NHS
- Good overview of NHS Organisation and management
- Experience of working with Directorate or Managerial Level
- Proven ability to provide a high quality of secretarial and administrative support
- Organising Meetings
- Ability to work unsupervised and prioritise own workload to competing demands
- Organising Events
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PA to Deputy Chief Allied Health Professionals - Torquay, United Kingdom - Torbay and South Devon NHS Foundation Trust
Description
Job summary
We are looking for an enthusiastic and competent individual to provide managerial and administrative support to the Deputy Chief Allied Health Professional (DCAHP) at Torbay and South Devon NHS Foundation Trust.
The DCAHP provides strategic leadership to the 650 Allied Health Professionals within the Trust and is responsible for delivery of national and local standards and maintaining oversight of Quality and Safety in these areas.
The role will be split across bases at Torbay Hospital, and Regent House, with potential for some home-based working.
The successful applicant will need to be able to work independently, prioritising and managing their own workload effectively and responding to the needs of the DCAHP as they emerge.
This is a great opportunity and we would like to hear from you.
If you are looking for a new challenge, enjoy variety in your work and would like to be part of a team striving to make a difference, then please apply.
Main duties of the job
To provide a comprehensive personal assistant service to the Deputy Chief Allied Health Professional (DCAHP) in delivering their responsibilities.
This includes:
About us
Why Work With Us
Reporting to the Chief Nursing Officer the DCAHP provides professional leadership to the Trust's core services and is responsible for delivery of national and local standards. The DCAHP will support the System Directors to maintain oversight of Quality and Safety, Performance and Finance within their sphere of operational control.
Supporting the DCAHP relies upon close team working with the System Director PAs along with the operational and clinical teams within each ISU.
Job descriptionJob responsibilities
Communication and working relationships
Provide an effective and professional service to enable the DCAHP Professionals and their teams to work efficiently. Use tact and diplomacy to
encourage effective working across the team and with colleagues
Undertake effective diary management, prioritising diary commitments on behalf of the DCAPH on a daily basis. Manage incoming correspondence and e-mails, including that of a confidential and sensitive nature, exercising independent judgement in order to initiate appropriate action
Organise regular committees and group meetings. Manage agendas and papers for meetings and take accurate minutes as required
Communicate and liaise effectively with external agencies, visitors and the local disciplines as directed and required on a range of complex and sensitive topics
Display tact, diplomacy and confidentiality at all times, using initiative, persuasion and negotiation when necessary
Communicate verbally and or in writing to produce confidential and sensitive correspondence
Manage incoming telephone calls and enquiries and ensure appropriate action is taken
Prioritise and summarise e-mails and reports, drafting responses on behalf of designated individual(s) when required
Ensure effective communication links are set up and maintained with other Personal Assistants and senior secretaries as appropriate.
To be able to explore effective systems to aid smooth running and organisation of meetings
Participate in identifying areas within the administrative function that require improvement and participate in delivering this improvement
Provide occasional support to other senior managers and Executive Directors
Understand and maintain a high standard of confidentiality adhering to the Trust Data Protection policy at all times
Be fully aware of the implications of and responsibilities under the Health and Safety at Work Act and the Trusts associated policies
P lanning and organisation
Organising meetings, distributing agendas and taking minutes
Act as administrator, coordinator and servicing officer for a range of meetings as required with agreement with the DCAHP
To organise Seminars/Workshops for the DCAHP
To organise the DCAHPs emails in a professional and discreet manner
Responsibility and accountability
Accountable to the DCAHP at all times
Responsibility for finance, equipment and other resources
This post has no budgetary responsibility
Responsible for the safe use of office equipment
Responsibility for supervision, leadership and management
No line management responsibility
Book dates for supervisions and appraisals and keep records up to date
Participate in self-development to continually improve performance and undertake development activities that are identified
Open and maintain personnel files for staff ensuring data remains secure and confidential
I n f or m at ion technology and administrative duties
Proficient use of all Microsoft Office applications, especially running an outlook calendar
M o s t challenging part of the job
Rationalising and prioritising the requirements of the DCAHP
Organisation of meetings/events across specialities /organisations
Person SpecificationQualifications and Training
Essential
Desirable
Knowledge and Experience
Essential
Desirable
Specific Skills
Essential
Desirable
