Personal Assistant to Associate Director of Operations, Rehab Care Hub

• Management and Communicationo Manage the AD's workload ensuring all urgent/sensitive issues are dealt with timely.
• Handle queries/information requests.
• Act as main point of contact for internal/external contacts.
• Handle/Communicate complex/sensitive information internally/externally.
• Liaise with AD re priorities, adjusting diary and workload accordingly.
• Ensure documents/actions for meetings are prepared on time.

• Communication Managemento Deal with all communications timely.
• Monitor emails daily; flagging tasks to AD, and archiving.

• Diary Managemento Manage AD's diary efficiently and effectively. Arrange internal/external meetings/conferences/seminars/training courses. Make Travel/Accommodation/Room/Catering Bookingso Ensure cover arrangements are in place in AD's absence.Administrationo Prepare draft agendas, collate information, distribute paperwork, track actions and take minutes as required.
• Prepare presentations, reports and briefing papers using varied formats.
• Organise/maintain efficient electronic filing systems, including recording, sorting, archiving documents in accordance with Trust Policy.
• Order stock/non-stock items as required.
• Undertake training in new technology and participation in personal development and implementation of new skills/systems.
• Perform routine tasks for members of the Senior Management Team as requested.

Essential

• RSA 2 or equivalent typing skills
• NVQ 3 in business administration or equivalent in training or experience
• Experience to diploma level

Desirable

• Shorthand

Essential

• Previous experience in a senior administrative position
• Experience of producing high quality documents within corporate identity standards
• Competent in Minute Taking

Desirable

• Knowledge of working within a large complex organisation

Essential

• Sound knowledge of word processing packages including Word, Excel, PowerPoint, Outlook (email)

Desirable

• Awareness of the structure of the NHS.

Essential

• Good communication skills to maintain effective relationships with managers and staff
• Ability to construct memos and letters from notes provided, by word of mouth, and from digital dictation
• Advanced keyboard skills
• Ability to demonstrate a high level of oral, written and presentation skills in dealing with external agencies and Trust staff at all levels
• Ability to improve operational effectiveness by using own initiative to meet departmental needs
• Planning and organisational skills to prioritise and manage own workload without any direct supervision, and working to tight deadlines whilst maintaining accuracy
• Ability to be assertive, reliable and focused and have a commitment to own personal and professional development
• Flexibility and adaptabilit
• Ability to maintain utmost confidentiality
• Ability to deal effectively with service users, according them respect and dignity at all times
• Ability to work under pressure whilst paying attention to detail.
• Ability to work independently and as part of a team
• Professional attitude