Secretary PA

Overview

Provide a high quality confidential and comprehensive Personal Assistant service to the Directors in support of their extensive responsibilities. Independently action documents for the Directors, use professional skills to draft letters and reports, ensure deadlines are met, follow up actions, prepare briefing drafts all to timescale. Act as a central point of contact for the Directors for external and internal callers making judgements regarding appropriate dissemination of key information. Ensure that flow of information between colleagues/external organisations is maintained. Communicate and coordinate with staff and stakeholders at all levels to deliver an effective and integrated service. Attend meetings and take complex minutes. Ensure actions are completed on a timely basis. Independently manage workload for self and Directors and prioritise same throughout the day as conflicting issues arise. Operate an effective bring forward system ensuring that the Directors are fully briefed and prepared for all commitments, taking full responsibility for the provision of relevant information, research and resource materials. Provide and receive complex, sensitive, contentious and conflicting information/guidance. Using a variety of skills, e.g. diplomacy, assurance, support and collaboration, deal with frequent telephone/face-to-face enquiries from clinicians, academics, industry, the media, MPs, who may be confused, seeking direction, angry, distressed. Monitor and manage Directors’ emails, and using judgement, ensure that all urgent emails are dealt with appropriately and in a timely manner. Ensure effective management of electronic diaries. Act as a central point of contact for requests from external sources, including members of the public, NHS and non-NHS organisations for information (e.g. confidential reports, financial and performance data). Confidently and professionally deal with calls from MPs, media, Member Organisations, academic, research, industry organisations and other stakeholders. Plan and assess a broad range of complex tasks, monitoring and reviewing timescales and their progress, initiating appropriate actions (e.g. preparing for Board meetings, arranging external conferences, meetings).Produce high-quality word-processed documents (letters and presentations) and reports, utilising Microsoft Office applications(e.g. Outlook, Word, Excel, PowerPoint). Organise meetings, conferences, travel and accommodation arrangements, on behalf of the
Directors, including a selection of venue, preparation of materials/equipment and coordination of attendees.

NHS Banding    

 3 to 4 

Salary

£ 19K-£24K   

Formal Qualifications, education & training required 

• GCSE (or equivalent) English and Maths
• RSA III or relevant Professional
• Secretarial qualification
• Minute taking and audio skills
• Knowledge of administrative procedures
• Evidence of continued professional development

Essential skills and competencies

• Excellent organisational and administrative skills
• Ability to work under pressure, whilst meeting deadlines Excellent communication, presentation and interpersonal skills and ability to liaise with people, building effective relationships at all levels (academic, research, clinical and non-clinical staff)
• Ability to communicate effectively with Executives at the highest level of the organisation and the ability to communicate technical information to staff without a technological knowledge
• Ability to interrogate, analyse and validate a variety of computer-based record systems in order to ensure accurate reporting
• Experience in working with web-based applications
• Highly developed prioritisation skills so that post holder can balance the needs of the Directors Exceptional planning skills – the ability to plan complex activities up to a year in advance involving a range of departments
• Ability to work both proactively but also able to respond to changes in demands and workload Excellent written and verbal communication skills including the ability to write letters on behalf of the Directors on a wide range of issues. 

Essential experience

Significant and demonstrable experience in a PA role during which post holder will have developed the following knowledge/skills: High proficiency in e-mail management systems (Microsoft Outlook), Word, Excel, PowerPoint, use of Internet Confidentiality and tact necessary for dealing with the most senior level and the most complex and sensitive information Manage callers in person and on the phone to maximise the time of Directors Ability to present data in a clear and understandable format Ability to organise a number of senior managers and Executives providing briefing and all necessary information relevant for the day Ability to identify the need for organisation and independently meet those needs Advanced keyboard skills, ensuring a high level of concentration, accuracy and speed. Ability to pull together comprehensive draft reports, data and letters. Negotiating,  networking and persuasive skills.  Adhering to and Knowledge of Data Protection Act 2018 and GDPR

Disclaimer

The salary banding for any NHS post has a clearly defined start point, and salary progression based on nationally negotiated pay scales (Agenda for Change). These bandings and pay points are widely available https://www.nhsemployers.org/pay-pensions-and-reward/agenda-for-change/pay-scales/annual

The agreed starting point for any post is at the bottom of the pay scale with annual progression until the top of the pay scale is reached. Candidates should expect to start on the bottom of the pay scale for the role they are considering unless they have previous directly related NHS experience in a similar role.