Pa To Assistant Director Of Community Children'S Services

Job summary A rare and exciting opportunity has arisen in South East Essex for a PA to Essex Integrated Services Assistant Director of Community Children's Services. The post holder will be responsible for providing a full PA service alongside other experienced Pas within Essex Integrated Services, providing a high level of proficiency in word processing, typing correspondence, including complex and sensitive reports from hand-written notes, verbal dictation, email and internet, together with the ability to use databases, spreadsheet and PowerPoint packages.The PA will be responsible for maintaining calendars, organising meetings, including booking venues and catering, ensuring that all dietary requirements are accounted for, collating and circulating papers from and to a variety of sources and taking minutes as requested by the Assistant Director.The post holder also will be responsible for daily liaison with patients, internal and external stakeholders and system partners, statutory and otherwise, exhibiting a high standard of efficiency and diplomacy in challenging conversations and situations and will be responsible for dissemination and communication of relevant information to the appropriate person swiftly.The focus of this role is SEE Community Children's Services, but the post holder will provide support to the Associate Directors as required. Main duties of the job To provide a full PA service to Assistant Director of Community Children's Services, typing correspondence including complex and sensitive reports from hand written notes, verbal dictation and audio transcription. Construct letters, reports and e-mails on behalf of the Assistant Director at their request or upon own initiative, using appropriate Microsoft software.To recognise communications that are important, flagging urgent issues to the Assistant Director of Community Children's Services or other appropriate members of the management team and taking forward those communications within remit of the role.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.To administer the non-pay budget ensuring that correct purchasing and invoicing procedures are followed and records maintained.External communications with other organisations and stakeholders relating to the activities of the Directorate. About us EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including; Season Ticket Loans NHS discounts for staff Excellent Training facilities and opportunities Buying and Selling annual leave scheme The opportunity to work bank shifts and expand knowledge and experience in other areas Salary Sacrifice schemes including lease cars and Cycle to Work Day One Flexible Employer The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment Join our Staff bank What is Staff Bank? Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times. All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish. If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank. Job description Job responsibilities To be responsible for the maintenance of electronic diaries, arranging appointments as necessary. To take responsibility for planning and arranging meetings (including booking venues and catering), producing and circulating agendas, supporting papers and minutes and take any actions as appropriate. To take and type minutes of meetings as appropriate, including statutory and Committee meetings, to a high standard and to ensure relevant and timely circulation prior to meetings. Attend meetings at Assistant Director and Directors request to take minutes. To receive and deal appropriately with incoming calls, e-mails and verbal communication from staff, the Integrated Care Board (ICB), NHS Trusts, primary care contractors, statutory and voluntary organisations, the media and the general public. To process all incoming and outgoing correspondence, ensuring rapid and appropriate distribution of information, and to co-ordinate responses from the appropriate staff. To draft (as appropriate) for approval by the appropriate individual, responses to communications received within the department. To establish and maintain effective filing and pending systems which will provide for prompt and accurate retrieval of information. To establish and maintain databases / spreadsheets on a range of issues as required. To maintain accurate records and distribution lists. To administer the non-pay budget ensuring that correct purchasing and invoicing procedures are followed and records maintained. To administer an effective brought forward system. Undertaking a key role, in internal/external communication, developing networks and effective communication with individuals and other organisations relating to the activities of the Directorate. Work with the Director and members of the Team to contribute to the smooth running of the Directorate. Establish good working relationships with other Directors administrative support To receive and welcome visitors providing hospitality where appropriate. Together with secretarial colleagues, as a team to ensure that all members of the Essex Community Services management team receive high quality secretarial and administrative support. This will involve providing cover for other secretaries as and when necessary. To be responsible for the completion of salary returns for the Directorate. To be responsible for arranging bank / temporary staff cover, authorising time sheets and invoices and raising issues with Finance as appropriate Financial responsibilities may include one or all of the following: Monitoring, ordering and maintaining stationery as required Invoice processing Authorised signatory for Petty cash for the accounting of petty cash in the department Undertake specific responsibilities as identified by the Director which are commensurate with the role and pay band of the post. To undertake ad hoc projects from conception to completion as requested and supported by the management team. Responsible for the management of employee data including inputting data and information into the payroll and employee relations systems, managing employee files ensuring all information, including professional registrations, training is accurate, and up to date. SYSTEMS The following are examples of the Secretarial and administrative systems which will be used in undertaking the role Share drive filing systems Patient administration system for inputting, searching, recording, storing and retrieving information Appropriate local systems and coding where required for recording activity and producing correspondence Microsoft Office applications including Work, Excel, PowerPoint, Outlook, Access and Publisher Intranet / Internet Local and national databases and spreadsheets ESR - Staff payroll system Staff training booking system Personal Development Recording System Online ordering system -eProcurement TRAC Job Office Depot Health Roster Incident Recording system (DATIX) Note: New systems may be introduced as the organisation and technology develops, however training will be provided. COMMUNICATIONS AND RELATIONSHIPS Acting as the first point of contact for staff within Childrens Specialist Services, the post holder will be expected to communicate with a wide range of people, including the most senior personnel, both internally and externally. Highly developed communication skills requiring tact and diplomacy are necessary when responding to enquiries on behalf of the senior manager. Communication is a key part of the post and can be verbally, in writing or electronically. The post holder will have access to confidential information and therefore will need to retain the trust of management. Person Specification Education/Qualifications Essential GCSE Level Education Experience of working as a PA providing the full range of secretarial support Taking and producing minutes to a high standard Desirable Shorthand/speedwriting qualification Knowledge Essential Excellence administrative and secretarial skills High level of proficiency in word processing, email, internet and scheduling Able to use database, spreadsheet packages and PowerPoint Skills / Experience Essential Excellent written and verbal communication skills Minute taking skills Ability to use initiative and work with limited supervision/guidance Personal Qualities Essential Good team player Self motivated Ability to work as an effective member of the team