Personal Assistant to Heads of Service
Job Description
Job summary
A great opportunity has arisen for an experienced and proactive Personal Assistant (PA) to join a friendly and motivated team. The successful candidate will be required to provide comprehensive and confidential PA support to the Operational and Clinical Heads of Service within The Sussex Rehabilitation Service, Chailey Clinical Services and Orthotics West Sussex. The post holder will need to provide effective and professional administrative support, communicating to various internal and external stakeholders and support the day to day administration of the senior leadership team. The post will suit an enthusiastic individual with highly developed communication skills including tact and diplomacy. You will be proficient in the use of Microsoft Office packages and able to work autonomously to manage complex diaries to prioritise busy workloads. This is a permanent role - 30 hours a week. If this interests you, please read the full job description attached. We welcome informal conversations about the post.
Main duties of the job
As a Personal Assistant you will be highly organised and have strong attention to detail.
The role requires someone who is diligent, friendly and capable. Someone who is self-motivated, a good communicator and always striving for the best for the patients and their families.
Experience in diary management, competent and accurate IT skills, including the use of Microsoft packages, are a must, as is a pleasant telephone manner and the ability to work to tight deadlines, remaining calm under pressure.
The applicant would need to be flexible to cover the various demands of the service and would be expected to undertake other duties of administration to support the MDT working across the planned care division.
About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children.
Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times.
We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services.
- Positive 2022 NHS Staff Survey results, scoring highly in compassionate culture & leadership, and staff wellbeing support
- Variety of working environments across the community, in patients' homes, within our community hospitals and bases across the county
- Supportive flexible working patterns such as: part time, flexi time, annualised hours, and flexi retirement options
- Excellent training and development opportunities
- Research opportunities
- Cost-effective workplace nurseries in Crawley, Hove and Brighton
- Thriving BAME, Disability and Wellbeing, LGBT+ and Religion and Belief staff networks
- Level 3 accredited Disability Confident Leader, committed to creating inclusive workplaces
- Veteran Aware Trust, achieving accreditation from Veterans Covenant Healthcare Alliance (VCHA)
- Located in stunning Sussex, with easy access to the South Downs and the coast
- Access to a wide range of benefits and discounts for NHS staff
Job responsibilities
The post holder will provide a professional administrative support service to the Heads of Service. The post holder will be expected to work independently using their own initiative to ensure daily tasks and on-going responsibilities are prioritised and completed within agreed timeframes.
The key requirements of this interesting and varied post are an attention to detail to maintain high standards of administrative support in a busy team whilst retaining a calm and flexible approach. Willingness to work as part of a team, provide cover for colleagues and share common tasks is essential.
This role will act as a point of contact for any communication for the Heads of Service.
The main aspects of the role include sensitive communication with families and stakeholders, diary management, planning and organising of meetings, liaising with other agencies, accurate detailed documentation and supporting the leads with staff leave, PDR's and supervisions.
**"Please note: This role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered.
Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website to assess their likelihood of obtaining a Certificate of Sponsorship for this role."**
Person Specification
Qualifications
Essential
- Educated to GCSE or equivalent in English and Maths.
- A levels and/or secretarial qualifications and/or NVQ Level 3/RSA3 or equivalent - e.g. A / AS / Higher Grade; Advanced GNVQ / GSVQ; HND
Experience
Essential
- Good working knowledge of office administrative and secretarial practice and systems
- Knowledge of basic financial practice and systems.
- Ability to use Microsoft packages to set up documents and spreadsheets and extract information
Desirable
- Knowledge of medical/scientific terminology
Skills
Essential
- Able to work effectively across organisational boundaries, establishing excellent working relationships with members of staff at all levels
- Ability to manage and prioritise workload to meet changing deadlines
- Good written and verbal communication skills
- Excellent organisational skills
- Ability to differentiate between matters of urgency and initial appropriate action
Desirable
- Minute Taking
Other Requirements
Essential
- An understanding of the principles of equal opportunities in relation to staff and patients
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
Sussex Community NHS Foundation Trust
Address
Chailey Clinical Services/Brighton
Beggers Wood road
Chailey/Brighton
BN8 4JN
Employer's website
https://www.sussexcommunity.nhs.uk/work-with-us/ (Opens in a new tab)
