We now have a vacancy for a full time, Band 4 Divisional Personal Assistant to work within Oldham Community Services, Horton House which is part of the Northern Care Alliance.
You will provide an effective, confidential and efficient secretarial and administrative service to the Division of Oldham Community Services.
At all times you will be dealing with matters of a highly confidential, sensitive and sometimes commercially sensitive nature.
You will provide effective, efficient and accurate diary management, at all times assessing the appropriateness of meeting timings and arrangements with the intent of improving productivity through effective time management. This will include planning for situations which are known and planning to re-prioritise work to accommodate unexpected situations and interruptions.
You will use email, electronic diaries, internet/intranet and the MS applications specifically Word, PowerPoint and Excel. Willing to train in the use of other applications and databases.
You will compile reports and presentations using the full range of MS applications to strict timescales and deadlines and working with the Division / Directorate to ensure this is achieved. This will involve keeping to deadlines to ensure information is available for key meetings.
You will be responsible for monitoring and managing email traffic on behalf of the Division / Directorate; prioritising and highlighting matters requiring urgent attention or responding as appropriate.
Provide, receive and manage information electronically, verbally or in writing which may be of a confidential or sensitive nature, which may involve individual, staff or patient matters or matters of commercial confidence.
Provide complex diary management, arranging of meetings, appointments and interviews as required.
Provide a confidential secretarial service, maintaining confidentiality at all times.
To prepare and type agenda and take, type and distribute minutes of meetings.
To be responsible for the preparation and circulation of meeting information and agendas.
Maintain and develop a variety of systems to effectively manage workloads, including the use of bring forward systems.
To provide administrative support for booking of rooms and arranging meetings, including the setting up of meetings / event planning and organising.
To maintain internal filing systems aligned in accordance to the non-clinical records management strategy.
To order and maintain equipment stocks, to check, prepare for authorisation and distribute equipment orders.
General administration details such as shared responsibility for the collection and distribution of all post, send and receive emails and faxes and photocopying.
Receiving and greeting visitors.
To work as part of a team and closely with secretarial colleagues to support in times of absence.
The Northern Care Alliance NHS Foundation Trust (NCA) provides hospital and integrated health and social care services to over one million people living across Greater Manchester. Our 20,000 colleagues care for people in hospital and in the community, working across Bury, Rochdale, Oldham and Salford, to save and improve lives.
As a large NHS trust we are committed to enhancing the health of our local population by delivering consistently high standards of care and working closely with local authorities and key partners. We believe in our power and potential to make a difference and we’re always looking for people who demonstrate our three core values - care, appreciate and inspire – to join our team.
In return, we can offer you a job role with purpose and flexibility. The size and scale of the NCA means we can provide more challenge and opportunities so your career can always be moving in the right direction. By joining us you can also access a competitive benefits package, including, a fantastic annual leave allowance, flexible working opportunities and protected hours for health and wellbeing activities, helping you to achieve more personal downtime and a better work-life balance.
To read more information about the advertised role, and the main job duties/responsibilities please open the Job Description and Person Specification located under the supporting documents heading. You can also read more information about working at the Northern Care Alliance within the attached Candidate Information Pack or by visiting our careers website:www.careers.northerncarealliance.nhs.uk
This advert closes on Monday 28 Oct 2024
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