Personal Assistant

The Mid Yorkshire Teaching NHS Trust

Sep 2

Applications are closed

Job
Full-time
Mid & Senior Level
Wakefield

Requirements

- First point of contact to Trust Directors and Management to ensure that all issues are directed to the appropriate area/person
- Ability to deal with a number of tasks at the same time often with conflicting short timescales
- Manage the post in a proactive and effective manner
- Proactively obtain information which may be required by the Director or Management
- Prepare presentations using various media including MS Office
- Arrange meetings in a timely manner, which on occasions may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments
- Implement systems and processes to improve the effectiveness and working practices of the office
- Attend ad-hoc, recurrent and occasional meetings to take minutes at times this will be in excess of two hours duration requiring extended concentration
- Ensure that the bring-forward and pending systems are accurate to ensure that the Director or Manager is properly prepared for forthcoming meetings
- Maintain appropriate filing systems to support effective running of the office and confidentiality of patients and staff
- Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role
- Link with other appropriate personnel within the Trust in delivering reports and project work
- Manage and complete paperwork effectively and efficiently on the Director or Managers behalf

Responsibilities

First point of contact to Trust Directors and Management to ensure that all issues are directed to the appropriate area/person.
This is determined through analysis of options available.
To remain calm and deal with situations in an efficient and sensitive manner.
Provide a full range of Personal Assistant duties, including diary management, the taking of dictation, typing of correspondence and preparation and distribution of reports and other documents.
To produce accurate work to a high level of presentation.
Handle sensitive queries in writing, by telephone or in person from colleagues, patients, other health authorities and other health related organisations in an effective, sensitive manner as a representative of the Trust, to reflect a positive corporate image.
To be aware of corporate sensitivities and reflect and interpret these accordingly wherever appropriate.
Ability to deal with a number of tasks at the same time often with conflicting short timescales.
Manage the post in a proactive and effective manner.
Investigate issues on behalf of the Director and prepare responses for approval.
Forward mail to the appropriate departments to handle.
Ensure that replies to correspondence are actioned within the correct timescales.
Proactively obtain information which may be required by the Director or Management.
Carry out research on behalf of the Director or Management through use of the internet and other media in respect of varying issues.
Use own initiative to determine what help can be provided to the Director or Management to support and assist, and act accordingly.
Ensure that the Director or Manager is aware of deadlines.
Prepare presentations using various media including MS Office.
Manage the diary in a constructive and supportive way and prepare appointment schedules.
Re-schedule appointments in response to changing demands.
Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment.
Arrange meetings in a timely manner, which on occasions may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments.
Implement systems and processes to improve the effectiveness and working practices of the office.
Coordinate and organise agendas and papers for meetings and distribute appropriately in a timely manner.
Attend ad-hoc, recurrent and occasional meetings to take minutes at times this will be in excess of two hours duration requiring extended concentration.
Transcribe notes of meetings into minutes to ensure an effective and efficient turn around requiring extended periods of typing to ensure accuracy and completeness of minutes.
Ensure that the bring-forward and pending systems are accurate to ensure that the Director or Manager is properly prepared for forthcoming meetings, including the preparation of briefing notes on potential problems or difficulties likely to arise.
Maintain appropriate filing systems to support effective running of the office and confidentiality of patients and staff.
Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role.
Link with other appropriate personnel within the Trust in delivering reports and project work.
Manage and complete paperwork effectively and efficiently on the Director or Manager's behalf.
Any other duties deemed reasonable for this role.

FAQs

What are the primary responsibilities of a Personal Assistant in this role?

The primary responsibilities include managing the diary, handling correspondence, preparing reports and documents, managing post, and providing general support to Trust Directors and Management.

How should sensitive queries be handled?

Sensitive queries should be handled effectively and sensitively, whether in writing, by telephone, or in person, to reflect a positive corporate image of the Trust.

Is managing multiple tasks a requirement for this position?

Yes, the role requires the ability to handle multiple tasks simultaneously, often with conflicting deadlines.

What types of documents will I be preparing in this role?

You will be preparing correspondence, reports, presentations, and agendas for meetings, among other documents.

How will my work be evaluated in terms of quality?

Your work will be evaluated based on its accuracy and presentation quality, ensuring it meets high standards.

Will I need to arrange meetings and conferences?

Yes, you will be responsible for arranging meetings and conferences, including preparing draft agendas and coordinating speakers and equipment.

What resources are available for communication within the organization?

You will have access to various information technology resources to communicate effectively within the organization and deliver high standards of performance.

Are there opportunities to conduct research in this role?

Yes, proactively obtaining information and conducting research on behalf of the Director or Management is a key part of the role.

What is expected in terms of managing correspondence?

You are expected to manage post proactively, investigate issues, prepare responses for approval, and ensure timely replies to correspondence.

Is attending meetings and taking minutes a requirement?

Yes, attending meetings to take minutes is part of the role, and this may require extended periods of concentration.

Will I need to maintain filing systems?

Yes, maintaining appropriate filing systems to ensure effective operations and confidentiality is a requirement of the role.

What is the level of interaction with other personnel within the Trust?

You will link with other personnel to deliver reports and project work effectively.

Am I required to use my initiative in this position?

Yes, using your initiative to determine how to support the Director or Management effectively is an important aspect of the role.

The Mid Yorkshire Teaching NHS Trust

Science & Healthcare

Industry

5001-10,000

Employees

2002

Founded Year

Mission & Purpose

The Mid Yorkshire Hospitals NHS Trust provides a wide range of healthcare services, including emergency care, surgery, and outpatient services across Wakefield, Pontefract, and Dewsbury. Their mission is to deliver high-quality, safe, and compassionate care to all patients, striving for excellence and continuous improvement. The Trust aims to enhance the health and well-being of their communities through dedicated service, innovation, and a focus on patient-centered care.