What are the responsibilities and job description for the Personal Assistant position at Lancashire & South Cumbria NHS Foundation Trust?

Job summary

We are excited to be able to advertise for an experienced Part-Time Personal Assistant within the Bay Network. We are looking for a highly motivated, pro-active individual who has excellent communication and interpersonal skills, lots of initiative and is looking for their next challenge.

On a day to day basis, the successful candidate will be reactive, responsive and flex to support the Senior Leadership Team. The post holder must anticipate the needs and concerns of their Manager(s) including diary management and screening of emails. Acting as an effective 'gatekeeper', using their own judgement to resolve difficult situations, whilst making decisions regarding appropriateness and priorities using there excellent negotiation and diplomacy skills.

The post is part of a small team of Personal Assistants working across the Bay Network which comprises of Lancaster, Morecambe, Kendal and Barrow areas. The location of the post will be flexible within the network.

While this is a demanding and busy role, the successful candidate is required to be able to demonstrate the Trust values and standards of behaviour expected by the organisation and meet the responsibilities of the job description and person specification.

Main duties of the job

Lancashire and South Cumbria NHS Foundation Trust is a great place to work and has a sound future as a leading provider of excellent mental health and substance misuse services. The Trust invests in its staff and seeks to provide them with opportunities for training and personal development.

This is an exciting time for Lancashire & South Cumbria NHS Foundation Trust which is undergoing significant transformational change to ensure services are meeting the needs of our population.

When directed, on behalf of the manager to communicate and correspond with senior / network managers within the network on difficult, sensitive, complex and sometimes contentious issues. This will require a level of negotiating, empathy and reassurance skills to foster cooperation.
Produce briefings and presentations as requested. This may involve producing documentation for significant internal communication events including 'Engage' providing an update on the network's current priorities, progress against them and to enable attendees to feedback their thoughts to the Leadership Team.
To actively contribute to the network management team through supporting the delivery of day to day activities and projects, assisting with the delivery of a range of business initiatives and projects aimed at the delivery of quality and excellence.

About us

Lancashire & South Cumbria NHS Foundation Trust provides a range of services including secondary mental health care across this area. Specialist provision comprises inpatient child and adolescent mental health services, perinatal mental health and forensic services including low and medium secure care.

The Trust also provides a range of physical health and well-being services in the community alongside a range of partners in the Lancashire, Cumbria and Sefton area.

For more information please visit our website via Lancashire & South Cumbria NHS FT

Job description

Job responsibilities

To act as a first point of contact for the manager / managers either by telephone, letter, fax, email or in person, presenting at all times a welcoming, friendly and helpful attitude.

To develop a network of key relationships both within and outside of the network in order to help facilitate the performance of the manager / managers responsibilities and to enhance their reputation.

To create and maintain effective working relationships with staff at all levels, internal and external across the whole health economy.

Please see Job Description and Person Specification attached to this vacancy for the full responsibilities of this role

Person Specification

other

Essential

Ability & requirement to travel to different locations within the network / Trust

Education / Qualification

Essential

NVQ Level 4 in Customer Care or Business Administration - or equivalent experience

Demonstrable commitment to Continuous personal development.

Desirable

Formal secretarial qualification

Knowledge

Essential

Awareness of issues in the Mental Health Network

Intermediate knowledge of a range of administrative procedures and practice

Desirable

Knowledge of NHS management processes

Experience

Essential

Previous experience as a Secretary / Administrator including diary management

Experience of working in a fast moving, confidential, sensitive, pressurised deadline driven environment.

Experience of supporting and minuting meetings

High standard of presentation of written work

Well-developed administrative skills

Desirable

Experience of working at Management level, preferably within an NHS environment

Personal

Essential

Ability to manage non routine enquiries without immediate supervision

Ability to communicate effectively at all levels using e-mail, Teams or face to face

Able to demonstrate skills in organising and prioritising of diaries and schedules

Advanced and accurate keyboard skills for producing reports and correspondence etc

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