Personal Assistant

Job Description

Personal Assistant Location: GlenfieldJob Type: TemporaryDuration of booking: Expected to last up to February 2023 with possible extensionProposed start date: ASAPSector: HealthcareBase: Hospital, Healthcare centres and other locations for meetingsBand: 4Pay Rates: Band 4 £11.00 - £12.00 paye per hour£12.00 - £13.00 paye inclusive of holiday pay per hour£13.00 - £14.00 umbrella per hourAll of the rates are depending on skill and experienceWorking Days and Hours: Monday to Friday, 9am to 5pm, 37.5 hoursTravelling for work purposes: You must hold a UK driving licence.The successful candidate will need to use their own vehicle for transporting the Head of EDI to and from meetings and business class insurance will be arranged and added to their personal policy by our client if successful. The successful candidate will be able to claim mileage for journeys made as part of the role but not for commuting to and from work.Job Purpose To provide confidential personal and administrative support to the Head of Equality, Diversity and Inclusion who is Registered blind.Duties

• To demonstrate the Trusts values in everything you do in the work environment and live up to LPTs Leadership Behaviours
• To be responsible in the use and expenditure of the Trusts resources that you utilise
• Continuing Education, Professional and Personal Development
• Management and use of Resources and Information
• All records that the role is responsible for or modifies must be kept up to date and maintained in an accurate and diligent manner
• To assist the Head of Equality, Diversity and Inclusion by reading aloud, paraphrasing, or summarising documents, statistical information and tables, either in person or by recording on tape and by describing pictures and graphs and other visual representationsof information
• To assist the Head of Equality, Diversity and Inclusion in getting to meetings, seminars and conferences, sometimes away from the work base, by car or public transport
• To assist the Head of Equality, Diversity and Inclusion during meetings, seminars and conferences e.g. by acting as a guide and being proactive in helping the Head Equality, Diversity and Inclusion to network
• To assist in the proof reading and production of written reports for the NHS and other agencies as required
• To assist in note taking at meetings for the Head of Equality, Diversity and Inclusion
• To assist the Head of Equality, in the establishment and maintenance of recording and filing systems related to the role
• To adapt/ convert materials to an appropriate format for the Head of Equality, Diversity and Inclusion as required
• To assist, in consultation with the Head of Equality, Diversity and Inclusion, to identify aspects of the work environment for which reasonable adjustments may be needed to enable the postholder to perform the duties of the post
• To provide proactive diary management and organise meetings, draft agenda items, arrange venues and refreshments and produce accurate minutes
• To ensure the Head of Equality, Diversity and Inclusion is provided with briefing papers and other documents as necessary for meetings.
• To assist the Head of Equality, Diversity and Inclusion in the use of I.T. applications such as databases and spreadsheets including inputting and retrieval of data, MS Teams and other platforms, e.g. uLearn, Easy Pay etc
• To carry out research on behalf of the Head of Equality, Diversity and Inclusion using tools such as the internet and intranet
• To make travel arrangements for the Head of Equality, Diversity and Inclusion
• To provide general clerical support to the Head of Equality, Diversity and Inclusion using a variety of office equipment. This will include typing, filing, photocopying, arranging meetings, taking messages and ensuring office cover alongside other administrativecolleagues
• A requirement to be flexible around start and finish times will be a necessity and it is expected the working hours of the role will be on average 37.5 hours per week
• To proactively manage and monitor incoming mail including e-mail, and responding and redirecting mail items as necessary
• To ensure, alongside other administrative colleagues, adequate stocks and supplies of stationery and consumables for office equipment
• To complete statistical returns as required and monitor letter/e-mail and telephone response times
• To complete Access to Work forms accurately, including any invoices and payslips and ensuring they are signed by appropriate parties and posted in a timely fashion

Knowledge, Skills and Experience

• High standard of word processing and use of MS Office applications and of producing a range of work using these skills
• Ability to produce neat and accurate work, including drafting documents
• Ability to develop and maintain effective and efficient administration systems
• Ability to make sense of complex information and describe this to someone who is totally blind
• Ability to provide a sensitive and caring approach to working with someone with a disability and their working dog
• Organisational skills in order to prioritise work and meet deadlines
• Advanced working knowledge of Microsoft Office applications, including MS Teams
• Awareness of the needs of someone who is totally blind
• Excellent interpersonal and networking skills to assist the Head of EDI to make positive connections with colleagues from all backgrounds
• Knowledge of working with someone with a visual impairment
• Ability to work on own initiative to anticipate changing priorities and workloads for self and the Head of EDI
• Ability to work outside of office hours on occasions

QuestionsDo you have experience working as a Personal Assistant in the NHSHave you previously or do you have experience working with someone who is completely blind and their guide dogAre you happy to transport the Manager and their guid dog in your car to other locationsDo you hold a full UK Driving licenseDo you meet the criteria above and available to start immediately

Keyskills :
AgendaDiary ManagementRecordingTypingNote Taking