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Personal Assistant
| Posting date: | 17 April 2025 |
|---|---|
| Salary: | £26,530.00 to £29,114.00 per year |
| Additional salary information: | £26530.00 - £29114.00 a year |
| Hours: | Full time |
| Closing date: | 04 May 2025 |
| Location: | Wakefield, WF1 4DG |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | C9377-CORP5128 |
Summary
To establish and maintain good relationships with other departments/directorates and clinicians. To attend research meetings to provide information to ensure service targets are met and capacity gaps / demand requirements are escalated. First point of contact to research management team and 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 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 Co-ordinating/managing staffs work load as per service requirement and escalating where necessary. To ensure all duties are undertaken in line with trust and departmental standard operating procedures. To ensure post addressed to the research team is promptly collected, sorted, recorded and actioned as appropriate. To act on own initiative where appropriate in responding to incoming mail. Act as a focal point for the research management team. Provide a friendly and professional service; deal with enquiries from a multitude of sources following Trust policies and standard operating procedures. Liaise with members of the public, external bodies/agencies and internal staff of all levels by a variety of means i.e. face to face/phone/e-mail/letter/faxes on a daily basis. This will require analysis of queries/issues, making judgements about how to deal with them and escalating as appropriate. This may require the use of tact/ empathic or reassurance skills. In addition, persuasive skills are often required where agreement or co-operation is required. Assist the research management team with administrative tasks, e.g. utilising IT systems or ensuring paper forms are completed and sent to relevant departments in a timely manner in line with service specific standard operating procedures. To ensure all duties are undertaken in line with standard operating procedures and to enable the achievement of research specific Key Performance Indicators. To undertake diary management, arrange appointments, schedules, venues (equipment and facilities) and resolve any conflicting appointments as required. Prioritise and ensure requests are acted upon in an appropriate and timely manner, within standard operating procedures and meeting KPIs. Accurate recording of all paper/computerised records, updating and amending information timely and within standard operating procedures. Undertake routine or ad hoc data validation as directed. Preparation/circulation of documentation for meetings/within prescribed timescales. Preparation of other documents, e.g. policies, procedures, presentations. Preparation of orders and receiving of goods/services in order to maintain efficient running of the service. Undertake typing of correspondence using copy, audio tapes and relevant IT systems to a high and accurate standard. This may include letters, reports, minutes of meetings and other administrative work. Keep appropriate statistical records/information as and when required for the clinical/management team. Provision of statistical returns required at regular intervals. This may involve entering statistical data onto databases. To be responsible for ensuring copies of correspondence are stored in accordance with standard operating procedures. To attend meetings and appropriate Committees to provide secretarial support by taking minutes and arranging meetings, as and when required. To be responsible for the confidential management of records and ensure that all documentation is returned to the appropriate department in a timely manner and within standard operating procedures. The post holder will give relevant assistance and training as and when required to support all colleagues. To carry out general administration duties and provide clerical assistance, as required. Any other duties commensurate to the post.