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Job summary

Main area
Personal Assistant to Associate Director of Operations Rehabilitation Care Hub, Specialist Network
Grade
NHS AfC: Band 4
Contract
Permanent: Full time
Hours
Full time - 37.5 hours per week (Monday to Friday)
Job ref
311-F637-24-B
Employer
Pennine Care NHS Foundation Trust
Employer type
NHS
Site
Heathfield House
Town
Stockport
Salary
£25,147 - £27,596 per annum
Salary period
Yearly
Closing
07/05/2024 23:59
Interview date
29/05/2024

Employer heading

Pennine Care NHS Foundation Trust logo

Personal Assistant to Associate Director of Operations, Rehab Care Hub

NHS AfC: Band 4

About the Trust

We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.

Our ambition is to maximise people’s potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.  

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post.  We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

If you come and work for us we will offer a range of benefits and opportunities, including:

  1. Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
  2. Flexible working opportunities to support your work/life balance
  3. Access to Continued Professional Development
  4. Involvement in improvement and research activities
  5. Health and Wellbeing activities and access to an excellent staff wellbeing service
  6. Access to staff discounts across retail, leisure and travel

If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople

https://www.penninecare.nhs.uk/values

Job overview

Exciting opportunity to work in the Enhanced Recovery Services Care Hub (formerly Rehabilitation & High Support) part of the Specialist Network.

The post-holder will provide comprehensive personal assistant support to the Associate Director of Operations. They should be flexible and use own initiative to plan their workload, dependent upon the priorities and requirements at the time.  

The Post-Holder will require excellent organisation skills be efficient, and able to use initiative, have a consistently high professional approach and high measure of independent judgement, including sensitivity,  discretion and confidentiality.

The Post-Holder will be required to be flexible and willing to increase own professional skills and development.

The role is challenging and fast-paced with competing priorities requiring excellent administration and communication skills both verbal and written when dealing with all levels of staff, managers, and service users within and outside of the Trust.

The service provides inpatient care for males and females aged 18+ to 65 years of age  in step-down, recovery and PICU inpatient units across the footprint of Oldham, Rochdale, Tameside and Stockport. Some units are based on hospital sites and some are standalone units.

Main duties of the job

Management and Communication
• Manage the AD's workload ensuring all urgent/sensitive issues are dealt with timely.
• Handle queries/information requests.
• Act as main point of contact for internal/external contacts.
• Handle/Communicate complex/sensitive information internally/externally.
• Liaise with AD re priorities, adjusting diary and workload accordingly.
• Ensure documents/actions for meetings are prepared on time.

• Maintain efficient/accessible systems to track responses/queries.

Communication Management
• Deal with all communications timely.
• Monitor emails daily; flagging tasks to AD, and archiving.

• Bring urgent matters to the attention of AD.

Diary Management
• Manage AD's diary efficiently and effectively. Arrange internal/external meetings/conferences/seminars/training courses. Make Travel/Accommodation/Room/Catering Bookings 
• Ensure cover arrangements are in place in AD's absence.
Administration
• Prepare draft agendas, collate information, distribute paperwork, track actions and take minutes as required. 
• Prepare presentations, reports and briefing papers using varied formats.
• Organise/maintain efficient electronic filing systems, including recording, sorting, archiving documents in accordance with Trust Policy.
• Order stock/non-stock items as required.
• Undertake training in new technology and participation in personal development and implementation of new skills/systems.
• Perform routine tasks for members of the Senior Management Team as requested.

Working for our organisation

The Enhanced Recovery Service (RHS) covers Oldham, Rochdale, Tameside and Stockport.

We provide Inpatient beds for Males and Females aged 18 to 65 years of age. Services include Low Secure Recovery, Step-down, and Male and Female PICU beds. Some on hospital sites and some are standalone units.

 

 

Detailed job description and main responsibilities

Please note essential criteria of the person specification to aid in your application.

Education/Qualifications/Certificates

Experience

Knowledge

Skills and Abilities

Work Related Circumstances.

Person specification

Knowledge

Essential criteria
  • Sound knowledge of word processing packages including Word, Excel, PowerPoint, Outlook (email)
Desirable criteria
  • Awareness of the structure of the NHS.

Skills and Abilities

Essential criteria
  • Good communication skills to maintain effective relationships with managers and staff.
  • Ability to construct memos and letters from notes provided, by word of mouth, and from digital dictation.
  • Advanced keyboard skills.
  • Ability to demonstrate a high level of oral, written and presentation skills in dealing with external agencies and Trust staff at all levels.
  • Ability to improve operational effectiveness by using own initiative to meet departmental needs.
  • Planning and organisational skills to prioritise and manage own workload without any direct supervision, and working to tight deadlines whilst maintaining accuracy.
  • Ability to be assertive reliable and focused and have a commitment to own personal and professional development.
  • Flexibility and adaptability.
  • Reliable and focused and have a commitment to own personal and professional development.
  • Ability to maintain utmost confidentiality.
  • Ability to deal effectively with service users, according them respect and dignity at all times.
  • Ability to work under pressure whilst paying attention to detail.
  • Ability to work independently and as part of a team.
  • Professional attitude.

Work related circumstances

Essential criteria
  • Use of a car or access to a means of mobility to travel across the Trust footprint in line with service needs.
  • Willing to carry out all duties and responsibilities of the post in accordance with the Trust’s Equal Opportunities and Equality and Diversity policies.
  • Appointments to regulated and controlled activities require an enhanced DBS disclosure.

Education/Qualifications

Essential criteria
  • RSA 2 or equivalent typing skills.
  • NVQ 3 in business administration or equivalent in training or experience.
  • Experience to diploma level.
Desirable criteria
  • Shorthand.

Experience

Essential criteria
  • Previous experience in a senior administrative position.
  • Experience of producing high quality documents within corporate identity standards.
  • Competent in Minute Taking.
Desirable criteria
  • Knowledge of working within a large complex organisation.

Employer certification / accreditation badges

Veteran AwareNo smoking policyDisability confident employer

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Johanna Baylis
Job title
Administration Manager Rehab Care Hub
Email address
[email protected]
Telephone number
07517 579594

If you have problems applying, contact

Address
Pennine Care NHS Foundation Trust
225 Old Street
225 Old Street
OL6 7SR
Telephone
01617163181
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