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  • Job
    Full-time
    Junior & Mid Level
  • London

Requirements

  • 1. To liaise confidently and courteously with all levels of staff within the Trust, including Executive Directors, Clinical Directors and Assistant Directors, external organisations and individuals as necessary.
  • 2. To co-ordinate and promptly arrange meetings as requested, ensuring up to date information is given to relevant members of staff.
  • 3. To pre-empt collation of agendas and distribute prior to meetings as required.
  • 4. To operate a bring forward system, printing relevant papers in advance of meetings.
  • 5. To convert PDF documents into word format as and when required.
  • 6. Take and transcribe clear and concise minutes at various meetings as required, ensuring these are promptly distributed.
  • 7. Type letters, reports, notes of 1-1 meetings and appraisal documents ensuring clear, concise and correct presentation of content and maintenance of confidentiality regarding sensitive information.
  • 8. Prepare and/or edit presentations and reports on behalf of the Director of Nursing, Patient Experience and Professional Standards and their Deputy.
  • 9. Ensure that work is filed electronically in accordance with Trust guidelines and organise and maintain electronic filing systems.
  • 10. To take messages where necessary and act as the first point of call for the designated senior managers in their absence, taking appropriate action as required and ensuring that any urgent issues are brought to the attention of an alternative Director / Manager or senior member of staff as appropriate.
  • 11. Provide administrative support to projects as directed.
  • 12. Take a proactive approach when greeting visitors, arranging meetings etc. to ensure that a positive image of the Trust is portrayed.
  • 13. Communicate clearly and effectively: With colleagues, other internal departments, service users, relatives or carers, GPs and outside agencies as necessary, both face to face, by telephone, letter or electronically, whilst maintaining confidentiality at all times.
  • 14. By taking clear and concise messages as necessary in a detailed and professional manner.
  • 15. Participate effectively to support the Director of Nursing and senior team to ensure administrative cover is in place for the Executive Assistant to the Chief Nursing Officer and the PA to the Director of Nursing for Quality Governance during any planned absence.
  • 16. Any other duties assigned by senior staff and commensurate with the post.
  • 17. To collate reports from relevant staff and submit to the relevant group meetings.
  • 18. To raise purchase orders and approve invoices on behalf of the Director and Deputy Director of Nursing Patient Experience and Professional Standards via the trust procurement financial system.
  • 19. Responsible for uploading staff leave/sickness/annual leave via the trust e-roster system on behalf of the Director and Deputy Director of Nursing Patient Experience and Professional Standards.
  • 20. To provide administrative support to the Director and Deputy Director of Nursing Patient Experience and Professional Standards when carrying out major incident on call duties.
  • 21. To provide support and training to other administrators as and when required.
  • 22. To arrange team meetings/appraisals/supervisions with staff on behalf of the Director of Nursing Patient Experience and Professional Standards and their Deputy.
  • 23. To maintain good working relationships with all staff within the Nursing Directorate & Corporate services, the Trust and outside agencies.
  • 24. To attend and participate in meetings relating to general support provided to the Nursing Directorate.
  • 25. To undertake on-going personal development through participation in appraisal and supervision.
  • 26. To attend and participate in relevant training identified through supervision and appraisal.

Responsibilities

  • To liaise confidently and courteously with all levels of staff within the Trust, including Executive Directors, Clinical Directors and Assistant Directors, external organisations and individuals as necessary.
  • To co-ordinate and promptly arrange meetings as requested, ensuring up to date information is given to relevant members of staff.
  • To pre-empt collation of agendas and distribute prior to meetings as required.
  • To operate a bring forward system, printing relevant papers in advance of meetings.
  • To convert PDF documents into word format as and when required.
  • Take and transcribe clear and concise minutes at various meetings as required, ensuring these are promptly distributed.
  • Type letters, reports, notes of 1-1 meetings and appraisal documents ensuring clear, concise and correct presentation of content and maintenance of confidentiality regarding sensitive information.
  • Prepare and/or edit presentations and reports on behalf of the Director of Nursing, Patient Experience and Professional Standards and their Deputy.
  • Ensure that work is filed electronically in accordance with Trust guidelines and organise and maintain electronic filing systems.
  • To take messages where necessary and act as the first point of call for the designated senior managers in their absence, taking appropriate action as required and ensuring that any urgent issues are brought to the attention of an alternative Director / Manager or senior member of staff as appropriate.
  • Provide administrative support to projects as directed.
  • Take a proactive approach when greeting visitors, arranging meetings etc. to ensure that a positive image of the Trust is portrayed.
  • Communicate clearly and effectively: With colleagues, other internal departments, service users, relatives or carers, GPs and outside agencies as necessary, both face to face, by telephone, letter or electronically, whilst maintaining confidentiality at all times.
  • By taking clear and concise messages as necessary in a detailed and professional manner.
  • Participate effectively to support the Director of Nursing and senior team to ensure administrative cover is in place for the Executive Assistant to the Chief Nursing Officer and the PA to the Director of Nursing for Quality Governance during any planned absence.
  • Any other duties assigned by senior staff and commensurate with the post.
  • To collate reports from relevant staff and submit to the relevant group meetings.
  • To raise purchase orders and approve invoices on behalf of the Director and Deputy director of Nursing Patient Experience and Professional Standards via the trust procurement financial system.
  • Responsible for uploading staff leave/sickness/annual leave via the trust e-roster system on behalf of the Director and Deputy director of Nursing Patient Experience and Professional Standards.
  • To provide administrative support to the Director and Deputy Director of Nursing Patient Experience and Professional Standards when carrying out major incident on call duties.
  • To provide support and training to other administrators as and when required.
  • To arrange team meetings/appraisals/supervisions with staff on behalf of the Director of Nursing Patient Experience and Professional Standards and their Deputy.
  • To maintain good working relationships with all staff within the Nursing Directorate & Corporate services, the Trust and outside agencies.
  • To attend and participate in meetings relating to general support provided to the Nursing Directorate.
  • To undertake on-going personal development through participation in appraisal and supervision.
  • To attend and participate in relevant training identified through supervision and appraisal.

FAQs

What are the primary responsibilities of the Personal Assistant role?

The primary responsibilities include liaising with staff at all levels, coordinating meetings, taking and transcribing minutes, preparing presentations and reports, maintaining electronic filing systems, and providing administrative support for various projects.

Will I need to handle confidential information?

Yes, maintaining confidentiality regarding sensitive information is a key requirement of this role.

What tools or systems will I be using in this position?

You will be using Trust procurement financial systems, electronic filing systems, and the Trust's e-roster system for managing staff leave and other administrative tasks.

Is there an opportunity for professional development in this role?

Yes, ongoing personal development is encouraged through participation in appraisals, supervisions, and relevant training.

How will I communicate with colleagues and external parties?

Communication will occur through various channels including face-to-face interactions, telephone calls, letters, and electronically, while ensuring confidentiality.

Will I be required to take minutes during meetings?

Yes, you will be responsible for taking and transcribing clear and concise minutes at various meetings.

Do I need to have prior experience in a similar role to apply for this position?

While prior experience is beneficial, it may not be strictly required; relevant skills and a proactive approach can also be important factors.

How will I handle urgent issues in the absence of senior managers?

In the absence of designated senior managers, you will act as the first point of contact, taking messages and ensuring that urgent issues are directed to an appropriate alternative Director or Manager.

Are there opportunities for teamwork and collaboration in this role?

Yes, maintaining good working relationships within the Nursing Directorate, Corporate services, and with external agencies is encouraged, along with participating in team meetings.

How will my performance be evaluated in this position?

Your performance will be evaluated through regular appraisals and feedback during supervision sessions, which will focus on your contributions and areas for development.

Barnet, Enfield and Haringey Mental Health NHS Trust supporting patients, staff and carers. Rated 'Good'​ by CQC.

Science & Healthcare
Industry
1001-5000
Employees
2001
Founded Year

Mission & Purpose

North London Mental Health NHS Foundation Trust provides specialized mental health services across North London. Their ultimate mission is to deliver high-quality, person-centered care that supports mental health recovery and well-being. Their purpose is to offer comprehensive treatment, support, and advocacy for individuals facing mental health challenges, aiming to improve their quality of life and promote mental health within the community.