Personal Assistant to SSOCS

NCH&C is proud to be the first standalone NHS community trust in the UK to achieve an 'Outstanding' rating from the Care Quality Commission (CQC). Our focus is on continually improving the quality of care we offer to local people and on improving access to that care, helping people to move seamlessly from one service to another. Praising NCH&C's "compassionate, inclusive and effective leadership at all levels", the CQC observed that our staff are well supported to make positive changes and innovations.
Norfolk Community Health & Care NHS Trust is committed to continuing to create a modern and inclusive work environment. As part of this commitment we actively promote flexible working opportunities where possible, to meet the needs and wishes of our workforce to maintain and improve their wellbeing. The trust offers a range of flexibility, including flexible working patterns, and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you.
We welcome applications from people who share our values and can help us deliver outstanding care in our local community., To provide comprehensive, confidential PA, secretarial and administrative support at senior director and senior management level, ensuring that all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of the office and its overall effectiveness. To supervise and support the SSOCS Admin Team and Stroke Admin Team.
The post holder will be the PA for the Operations Director of SSOCS and will also provide some administration support for other senior managers of SSOCS, including but not limited to; Head of Children and Young People Services, Head of Specialist Adult Rehabilitation Services, Head of Community Beds and System Operations, Head of Specialist Beds and Neurology and Head of Palliative Care., To independently manage, carry out and prioritise a variety of administrative and clerical duties and undertake other general office duties without direct supervision (deciding when it is necessary to refer to the line manager), which will include:
· Using a range of software programmes and audio-typing to produce, maintain and distribute documents, including reports, spreadsheets, databases and presentations, which may include medical terminology and deal with matters of a complex and/or distressing nature.
· Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
· Setting up and maintaining comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date and filing is carried out in a timely manner
· Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner.
· Researching appropriate websites, downloading and circulating documents, as requested.
· Managing own and Director's/Senior Manager's emails, dealing with as much as possible and using a flagging system to prioritise those for the Director's/Senior Manager's attention.
· To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them on behalf of the Director/Senior Manager.
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To manage and maintain schedules and diaries, organise and service meetings, which may involve travel to and from other venues. This will include resolving appointment conflicts, ensuring that papers are ready for meetings, issuing meeting invitations, formulating agendas, distributing papers, making room bookings, arranging meeting room layout, equipment, hospitality, greeting visitors and taking formal minutes or notes of meetings.
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To build effective working relationships with the Directors, Senior Management Teams, Clinical Leads and Clinical Teams which are supported by the Administration Team.
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To review reports and collect specific data and information when requested. Monitoring service provision and performance identifying the effectiveness of service provision and identifying where improvements could be made to promote an efficient, quality service.
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To communicate professionally and effectively with colleagues, stakeholders and service users at all levels, providing clear information and guidance, exercising tact and judgement in dealing with and resolving enquiries, taking accurate messages and ensuring these are actioned and/or passed to the relevant person in a timely manner.
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To ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.
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To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times.
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To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system and carrying out research into goods and services as required.
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Inputting onto various databases and systems, e.g. SystmOne, PAS, Procurement system, Healthroster, TRAC and designated spreadsheets, within the required timescales and deadlines.
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To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times. To undertake any other site and facilities duties, as required.
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To undertake financial duties and recording, as required by the Director/Senior Manager and, in conjunction with colleagues.
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To be responsible for the day-to-day supervision of the Administration Team having oversight of the processes and work demands for all areas of the teams, ensuring appropriate prioritisation of work to meet deadlines. To directly supervise the staff in SSOCS & Stroke Administration Team on a daily basis. Including all aspects of first line management for the team and allocation of their work on a daily, weekly, and monthly basis. This includes:
· Taking into account the experience, skills set and availability of staff, to allocate work to take into account changes in staff availability and the changing demands of the service.
· To support the Admin Team Lead to ensure that there is sufficient staffing cover over all services supported by The Administration Team.
· To monitor and update the mandatory training for the team, ensure the staff remain compliant and to rectify any issues as required.
· To monitor sickness absence and to complete absence documentation, including welcome back meetings and supporting staff who are absent from work.
· To undertake appraisals and regular supervisions with all team members, dealing with any issues which may arise. Ensure that all supervisions are well documented, and any subsequent actions are completed.
· Ensure there are robust and effective systems in place to ensure excellent communication within the team and to regularly update staff of any changes to the service.
· Responsible for shared mailboxes.
· Assist with shortlisting and interviews.
· Liaise with procurement for accommodation requests in hotels etc.
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To act as first point of contact for any queries on a daily basis in relation to processes, problems, complaints and if needed refer these to the Admin Team Lead. To implement policies for own work area and propose changes, as necessary and demonstrate own duties to new starters.
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To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to the Admin Team Lead.
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Create and design administrative processes and regularly review to ensure they meet the needs of the service and the organisation.
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To provide training and support to colleagues include inducting and training new starters, temporary staff and apprentices when required as directed by the Admin Team Lead.
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Provide cover in other departments, including Reception, during periods of absence, as directed by the Admin Team Leader or Business Support Manager. This may require travelling to other sites.
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It is the post holder's responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.
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To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites
Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free.
Immigration Status - Norfolk Community Health & Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against Skilled Worker visas. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application.
Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system.
Redeployment - Please note that in the first instance priority for this vacancy will be given to NCH&C staff who are on the Trusts Redeployment Register.
DBS - If this post is subject to a Disclosure and Barring Service (DBS) check and you are not a current employee of Norfolk Community Health and Care NHS Trust or being recruited as an Apprentice then the cost of the DBS check will be automatically removed from your first month's salary. However if you are registered with the update service this may not be required.

We are looking for a friendly, self-motivated, reliable and well-organised individual to take on this exciting opportunity of Personal Assistant to the SSOCS (Specialist, Systems Operations and Childrens Services) senior management team.

The ideal candidate will have a positive can-do attitude, with experience of providing comprehensive administration, preferably at a senior level.

As a Band 4, the post holder will also be expected to supervise the Stroke Admin team, as well as the SSOCS Admin team, which consists of 10 staff in total. Therefore, supervisory experience and skills will also be essential for this role.

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
+ Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
+ Opportunity to join the NHS pension scheme.
+ Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
+ Free parking at most sites
+ Supportive positive culture that is Well-Led with regular supervision
+ Comprehensive in house and external training programmes available
+ NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.