Personal Assistant

The Personal Assistant (PA) provides comprehensiveadministrative and support to our senior team (SMT) principally supporting the Managing Partner and Clinical Director, enabling them to focus on their core responsibilities. This role is critical to ensuring the smooth and efficient operation of the leadership and management of the Partnership by managing schedules, coordinating meetings, handling communication, organising events, collating data, preparing reports, taking notes of meetings and liaising within internal and external stakeholders

Main duties of the job

Act as first point of contact for Managing Partner and Clinical Director dealing with correspondence, queries and communications on their behalf

Manage complex calendars and organise meetings, workshops and events (including social events) ensuring that all staff are suitably briefed.

Prepare, format, and distribute documents, reports, agendas, and minutes to a high professional standard.

Monitor incoming communications, prioritising and redirecting as appropriate.

Gather, collate and publish performance and progress data for Senior Team and Partner Meetings

Manage enquiries, mail, email, correspondence and online / face to face meetings efficiently and in a professional and supportive manner.

Liaise effectively with a wide range of internal and external stakeholders including boards, external agencies and partner organisations

Support with project administration, maintaining logs, and tracking actions and outcomes.

Maintain effective filing systems (electronic and paper) in line with Living Well policies and supporting documentation management protocol

Contribute to service improvements and operational efficiencies within the administrative function.

Support with the organisation of on/off site events

Prepare for / greet / host Partnership meetings and visitors

Job responsibilities

Act as first point of contact for Managing Partner and Clinical Director dealing with correspondence, queries and communications on their behalf

Manage complex calendars and organise meetings, workshops and events (including social events) ensuring that all staff are suitably briefed.

Prepare, format, and distribute documents, reports, agendas, and minutes to a high professional standard.

Monitor incoming communications, prioritising and redirecting as appropriate.

Gather, collate and publish performance and progress data for Senior Team and Partner Meetings

Manage enquiries, mail, email, correspondence and online / face to face meetings efficiently and in a professional and supportive manner.

Liaise effectively with a wide range of internal and external stakeholders including boards, external agencies and partner organisations

Support with project administration, maintaining logs, and tracking actions and outcomes.

Maintain effective filing systems (electronic and paper) in line with Living Well policies and supporting documentation management protocol

Contribute to service improvements and operational efficiencies within the administrative function.

Support with the organisation of on/off site events

Prepare for / greet / host Partnership meetings and visitors

Person Specification Skills

• Excellent verbal and written communication and interpersonal skills.
• Strong organisational and time management skills, with the ability to prioritise effectively.
• Ability to work effectively with all levels of the organization, including senior executives and staff
• Maintains the highest standards of confidentiality and discretion when handling sensitive information and professionalism.
• Able to demonstrate use of Microsoft Office including Excel intermediate level to prepare reports and presentations
• Excellent attention to detail and organisational skills
• Confident and determined with the ability to work on own initiative and as part of team

Experience

• Proven experience as a PA, EA, or similar administrative role preferably within health care, public sector or VCSE setting.

Qualifications

• Educated to higher level or have equivalent experience in a related area
• Grade 6 or above GCSE English and Maths Desirable
• Business / Personal Administration or similar accreditations

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.