Personal Assistant to Directors of Forensic Services

at  Nottinghamshire Healthcare NHS Foundation Trust

An exciting opportunity to work as part of an established PA Team supporting the Directors of Forensic Services. This role requires significant organisational skills, initiative, time management skills and personal credibility. The role requires a Personal Assistant with the ability to provide an excellent, confidential and efficient service.
Please note that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Responsible for all aspects of personal assistant support, working to optimum levels in terms of efficiency and organisation.
To undertake office duties including complex diary management and email management, opening and distributing mail.
Operation of brought forward systems, dealing with telephone calls and enquiries.
Production and collation of complex and sensitive documents.
To deal with enquiries/visitors including senior staff members, Trust Board members and other visiting professionals.
Facilitate meetings/investigations/disciplinaries including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking.
Ensure actions resulting from all meetings and other working parties are time-lined and undertaken
To monitor and circulate team reports with regards to training, Personal Appraisal and Development (PAD), and any other database.
To monitor and order stock and non-stock items, as required.
Booking courses, accommodation and travel requests.
To coordinate away days, conferences and other events, as required.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
To work effectively both independently and as a team member.
Responsible for own Essential Training requirements.
To be able to work flexibly and provide cover which may include the requirement to travel to different sites.
To undertake any other duties that would be a reasonable expectation of the role.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire’s biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Provision of a high level efficient, comprehensive and confidential personal assistant service.
This will involve the regular contact and exchange of complex confidential, sensitive information between staff, service users, carers, general public and internal/external agencies, where tact and diplomacy is required in a form that is appropriate to them and the situation and constructively manages barriers to effective communication.
Maintain a position of integrity at all times whilst appreciating the need for confidentiality when dealing with patients, carer, staff information and issues appertaining to this post. Communicating in a professional manner, keeping accurate and complete records that are consistent with relevant legislation and Trust policies and procedures.
Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant practical experience of working to senior management, which will include complex diary management and decision making
Recent experience of undertaking accurate formal meeting minutes
Ability to meet deadlines
Understanding of data protection and maintaining strict confidentiality
Extensive working experience of MS Office and Outlook
Recent experience of working with minimal supervision and using own initiative
Excellent communication skills
Excellent organisational skills, and the ability to prioritise and work to set timescales
Ability to work as part of a team
Analyse, investigate and resolve queries, problems relating to data quality, staffing and departmental issues.
To manage, update and maintain complex diary schedules, ensuring that conflicting and amended appointments are actioned appropriately.
Prioritising and organising own workload in a busy office environment.
To arrange away days and conferences, as appropriate to the role, involving internal and external stakeholders.
Plan and coordinate local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
Be responsible for booking meetings and ensuring that all relevant documentation is availabl

Please refer the Job description for details