Personal Assistant

NHS Professionals ,
Southampton, Hampshire
More Details
Contract Type: Contract
Salary: £21,762 per annum

Overview

JOB TITLE: Personal Assistant We currently have some unique & exciting opportunities within Southampton University Hospitals which will allow the successful candidates to gain regular shifts & valuable experience within a variety of unique environments. These are fantastic opportunities for talented individuals who share the trusts vision be on the leading edge of healthcare for the benefit of their patients. Locations covered: Southampton Pay rates £21,762 - 23,761 pro rata 37.5hrs pw Mon-Fri. Temp role - Ongoing Job Responsibilities: Skills/experience requirements RSA III word processing/typing or equivalent Experience working as a Personal Assistant or in administration in a large organisation Ability to diary management involving a wide range of people with conflicting priorities Advanced level experience in the use of PowerPoint, Excel, Word and Outlook Job Description - Main purpose To provide a comprehensive Personal Assistant service to the HR Senior Management Team (SMT). To provide general administrative support to other areas of HR. To provide administrative support to key HR project To act as the first point of contact on behalf of the HR SMT when the need arises; by receiving their telephone calls, emails and visitors if they are unavailable, responding efficiently and promptly to queries, either personally by redirecting to the appropriate person/department, or taking a message and ensuring that appropriate priority is given to urgent enquiries/matters. To ensure that as the first point of contact, visitors and staff are met in a courteous and welcoming manner, offering refreshments as appropriate. To arrange meetings on behalf of the HR SMT members, liaising with other PA's/secretaries/staff as appropriate to set a mutually convenient time and date, co-ordinating multiple diaries and negotiating availability at all levels, booking/arranging suitable venues, travel arrangements, equipment and refreshments. To organise and prioritise multiple diary appointments for the HR SMT or any member of the wider HR Team where appropriate; rearranging when necessary, to take account of more urgent meetings/appointments as they arise, informing the appropriate manager of any changes, new or urgent appointments. To attend meetings and take minutes or notes when requested by the HR SMT. Prepare agendas and supporting paperwork, and produce action notes/minutes, initiating actions on identified issues, ensuring that this information is circulated to the relevant individuals in good time. To organise and assist in the planning of the HR SMT meetings; away days, interview assessment days etc, which may include the preparation of agendas and other documents, as well as the booking/arranging of a suitable venue, travel arrangements, equipment and refreshments. To open, sort/redirect and prioritise incoming post for the HR SMT as appropriate. To respond to routine communications. To co-ordinate non-routine communications such as Freedom of Information (FOI) requests, Retirement and Long Service Award schemes, ensuring compliance with Policies and Legislation. To draft letters based on existing templates or wording provided for approval/amendment. To ensure that the HR SMT are furnished with any relevant paperwork in advance of meetings/appointments. To maintain all personnel records for the HR SMT, including contracts of employment, sickness certificates, annual leave records. Highlighting problems/issues as appropriate. To raise any purchase orders required by the HR SMT; or wider HR Team as appropriate in accordance with Trust policy, ensuring that requisitions are authorised by the HR SMT, acting as the delegated signatory. To be responsible for the distribution of external/internal mail on behalf of the HR SMT To ensure that staff confidentiality is maintained at all times, so as to comply with the Trust Data Protection Policy. To provide appropriate training and supervision for Apprentice Administrator, To organise constructive itineraries/inductions for visitors/staff on behalf of the HR SMT. To assist in the co-ordination and administration of complaints to the directorate in conjunction with the HR SMT, ensuring that the appropriate deadlines are adhered to. In return for your hard work & your professional, caring & reliable service you will have access to the following benefits: Work local to you Weekly pay Paid annual leave You'll be part of the NHS family Incentives & Rewards so you can earn more money Free training & ongoing learning development opportunities Flexible hours - Full or part time hours to suit your availability Discount across 100's of high street br&s for you & your family with the Health Service Discounts scheme Statutory Maternity & Paternity Access to the NHSP Stakeholder Pension Access to NHSP shifts & systems via your Mobile Please note that you will be contacted via email throughout the recruitment process, so we urge you to ensure your email address submitted is accurate & checked regularly. We regret we cannot contact everyone who is not selected for an interview, therefore if you do not hear from us within 21 days after submitting your application, please assume you have not been successful on this occasion. Registration with NHS Professionals is subject to employment history & reference checking & offers of registration are therefore conditional upon the receipt of satisfactory references

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