Personal Assistant to Senior Management Team

Provide daily admin support to the Senior Management Team, including monitoring emails and fielding phone calls, diary management, arranging meetings and other events, inputting expenses, prepare relevant paperwork for meetings and maintain a bring forward system, and ensure all computer work, electronic mail and the sending faxes are completed promptly and efficiently.

Attending meetings and taking minutes, producing action points, circulating and following up accordingly.

Dealing with issues as and when they arise, act as the point of contact when the Senior Management Team is on leave and to report, address, escalate issues in a timely and effective manner.

To provide support for other members of the admin team when required., To take a lead in developing and co-ordinating the key areas of business for the Senior Leadership Team by being proactive in ensuring relevant information is obtained, organised and collated in timely manner. To manage the diaries of the Senior Leadership Team. To exercise judgement and discretion in the day to day handling, monitoring and filtering appointments, enquiries and office time and act proactively where potential clashes/pressures are identified. To prepare on own initiative agendas and taking minutes at specified meetings as required. Ensure that agendas and minutes are distributed in a timely fashion and that the relevant paperwork is available prior to the meeting. Set up office systems, databases and procedures to ensure that all documents can be retrieved easily. This will include a 'bring forward' system for Senior Leadership Team, ensuring that all papers are available for meetings as appropriate. Acknowledge, compile and type all correspondence and reports generated
by the Senior Leadership Team and drafting responses as appropriate. Convert tabular information into a spreadsheet and graphical format and administer any relevant databases

We are currently looking for a proactive, highly motivated individual with excellent IT skills, particularly in the use of Word, Excel and PowerPoint, to provide comprehensive secretarial and administrative support service to the senior management team.

We are looking for an excellent communicator who has outstanding organisational skills, able to use their own initiative, work well under pressure, able to manage workload on a daily basis and prioritise tasks.

You will need to provide high quality administrative and support services, and be able to function in a service area that requires flexibility, adaptability and commitment.

Southern Health is one of the largest NHS Foundation Trusts in the UK, specialising in mental health and learning disabilities, as well as offering physical health community-based services.

With a workforce of more than 7000 and a footprint that spans more than 200 sites across Hampshire, we're committed to providing the best possible healthcare, reaching a range of diverse communities, whilst placing patients and staff at the forefront of all our endeavours.

We are currently working closely with other NHS Trusts to combine all our collective community, mental health, and learning disability services, with the plan to create a new larger, more integrated and accessible organisation.

The transformation will happen in stages; Hampshire CAMHS, part of Sussex Partnership NHS Foundation Trust joined Southern Health in February 2024, with Isle of Wight NHS Trust mental health and community services transitioning across in May 2024. The final combination of Southern Health and Solent NHS Trust services is expected in late 2024, when our new organisation, to be known as Hampshire and Isle of Wight Healthcare NHS Foundation Trust, will be formed.

Our new Trust will continue to cater to the unique needs of different communities, making healthcare across the county more accessible, as well as offering staff more opportunities for career development, training and partnership working.

Join us as we embark on this exciting journey to shape the future of healthcare in Hampshire.