---

---

Location

Ashton Under Lyne, Greater Manchester | United Kingdom

---

Job description

Personal Assistant to Executive Directors- Band 4
37.5 hours per week

We are looking for an experienced personal assistant who is a strong team player and highly organised to join the Corporate Secretariat working for the Trust's Executive Directors. The individual must have the ability to communicate effectively and professionally with a wide range people both within and outside of the Trust; be able to prioritise their own workload; work swiftly under pressure and work with members of the team to ensure cross cover for holidays and other absences. Main duties will include formal minute taking, arranging meetings / diary management of Executive diaries and ensuring a comprehensive and efficient administrative service is provided at all times.

To provide an effective and efficient service to the Executive team to ensure the smooth running of the Director’s function/responsibilities.

To create and maintain effective working relationships at all levels, internal and external to the Trust, including the Local Authority (TMBC), across Greater Manchester and other organisations such as NHSI and NHSE, NMC/GMC etc

Tameside and Glossop Integrated Care NHS Foundation Trust serves a community of 250,000 people across Tameside & Glossop. We provide a range of services both within the hospital and across our community for both adults and children. Our vision is to improve health outcomes for our population and influence wider determinants of health through collaboration with our health & care partners.

We have a clear set of values & behaviours which we expect all of our staff to demonstrate:
• Safety
• Care
• Respect
• Communication
• Learning

We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.

We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from Black, Asian & minority ethnic candidates, LGBTQ+ & Disabled people.

Benefits include; flexible working, 27-33 days annual leave plus bank holidays, sick pay, NHS Pension Scheme, free eye tests and health checks, gym discount, free bicycle loan scheme, salary sacrifice car scheme, support with stress, bereavement, relationships, finance, and much more.
• Ability to work as a keen team member and possess excellent interpersonal skills and communications skills.
• The postholder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times and be able to act using the utmost discretion.
• Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
• Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.
• Act as first point of contact for all communications to the Director(s) and deal with all such communications appropriately, including exchange of sensitive or contentious information.
• Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Director(s) as appropriate with any relevant supporting information.
• Receive and screen all incoming mail, obtaining any relevant background information as necessary.
• Manage the Director’s incoming emails and e-mail housekeeping.
• Act on behalf of the Director(s), in his absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the Trust in order to meet deadlines, provide solutions and avoid disruptions. Plan for situations that are known and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
• Ability to provide support and manage multiple diaries, prioritising meetings/appointments, as necessary, ensuring the Director(s) has sufficient work/reflective time.
• Organise meetings/conferences as directed, including sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
• Undertake specific project work as requested by the Director(s).
• Co-ordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Director(s) has relevant information.
• Prepare and distribute agendas and papers for relevant meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken.
• Manage travel and accommodation arrangements for the Director(s)), assessing and making accurate judgements of the time commitments involved and to exercise time management skills.
• Ensure that any goods ordered/booked (including travel and accommodation) are within budgetary constraints and reflect value for money and the most cost effective arrangements.
• Maintain an effective “bring forward” system, ensuring the Director(s) receives papers etc at appropriate times and that deadlines are adhered to and action is taken as appropriate.
• Maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
• Optimise IT applications by using effectively all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
• Work independently on all aspects of the role, managing own workload and working autonomously, whilst recognising when it is appropriate to seek advice or assistance
• Work as a team with the other Executive Directors’ PAs, to maintain an efficient service in the Trust HQ offices cross covering where necessary and needed, especially in times of absence, i.e. annual and sickness leave.
• Ability to identify and implement improvements to the service to bring about improved quality and efficiency.
• Assist other staff at all levels in the use and development of office machinery and equipment and the use of specific IT applications to support their work and the development of their skills set.

Key Result Areas
• To secure good and effective working relationships for the Directorate internally and externally.
• Maintain timely and accurate outputs for all work, balancing continuing and intense work against an unpredictable pattern of daily operational demands.
• Respond to new demands in the role and to build those responses into sustainable systems and activities.
• Maintain and evidence continual professional development record

Data Protection and Confidentiality

Compliance with the Data Protection Act 1998 and Information Governance – the post holder is not entitled to use for their own benefit or gain, or to divulge to any persons, firm or other organisation whatsoever, any confidential information belonging to the Trust or relating to the Trust’s affairs or dealings which may come to their knowledge during employment.

Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the trust. The records may be paper, electronic, microfiche, audio or videotapes, x-ray images.

This advert closes on Sunday 3 Mar 2024

Proud member of the Disability Confident employer scheme

Disability Confident

About Disability Confident

A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident .

---

Job tags

---

---

Salary