Personal Assistant / Admin Team Leader

We are seeking an experienced Personal Assistant to support our Clinicians and also provide oversight and supervision to our admin colleagues., The post will be responsible for the day-to-day support and supervision of admin staff in Low secure & Community Forensics in addition to this ensuring an excellent administrative support is provided to the clinical staff., Responsible for all aspects of secretarial support, and for ensuring that accurate work is completed within the time limits and standards set. Working to optimum in terms of efficiency and organisation
Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.
Co-ordinates a comprehensive administration and secretarial service - prioritising, delegating, organising departmental workloads
To work closely with the other Personal Assistants and Admin Team Leaders to ensure consistency across the Care Unit, peer support and absence cover arrangements are in place
Produce high quality reports within agreed deadlines as required
To undertake office duties including complex diary management and e-mail management, opening and distributing mail.
Production and collation of complex and sensitive documents to include composing and typing letters and other documentation as required
To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To arrange away days or conferences as delegated.
Facilitate meetings, investigations, disciplinaries, including venue booking, refreshments, producing and circulating agendas, recording attendance and accurate minute taking
Ensure actions resulting from all meetings and other working parties are time lined and undertaken
To source and precis information as required
To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trust's assets are secure at all times.
To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans
To be able to work flexibly and provide cover which may include the requirement to travel to different sites
To undertake any other duties that would be a reasonable expectation of the role
Please note this post does not meet salary and or skill level required for a Skilled Worker Visa.
Additional Information
+ The closing date given is a guide. We reserve the right to close the post early once we have received a sufficient number of applicants, so we advise you to submit your application early to prevent disappointment.
+ We will be requesting references by email. Please ensure you include email addresses and contact numbers for your referees to avoid delay in the recruitment process.
+ The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
+ Communication regarding your application will be sent via email therefore, please ensure you regularly check your spam/junk folder.
+ In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
+ For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.

Previous experience within Leadership & Secretarial role's necessary., Educated to NVQ Level 4 standard or equivalent level of knowledge and experience.
Significant experience in a recent similar role, including the supervision of staff.
Extensive working experience of MS packages
Diary and Email Management
Preparing Meeting Agenda's & Minute Taking
Support with recruitment processes
Knowledge of procedures in relation to providing a safe working environment
Working knowledge of patient information systems
Working with minimal supervision and using own initiative
Excellent communication skills, with staff at all levels, patients and outside agencies
Excellent organisational skills, office management and the ability to prioritise and work to set timescales
You will work under the direct supervision of the Admin Manager

Working for our organisation
Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.
As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We are committed to flexible and agile working, including the opportunity to join our bank.
Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.
We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.