Job Description
Barnet, Enfield and Haringey Mental Health NHS Trust provides local, regional and national award-winning healthcare services. We have more than 3.300 staff working out of 20 main sites serving a population of 1.2 million people. We provide community health services and mental health services for young people, adults and older people. Our North London Forensic Service treats and cares for people in the criminal justice system who have mental health conditions. We also provide one of the largest eating disorders services in England, as well as drug and alcohol services.
We are an organisation that is passionate about equality, diversity and inclusion; one that prides itself in developing the leadership capabilities of its employees, looking after their health and wellbeing, creating safe spaces for staff to speak up and providing opportunities to mentor and be mentored. Our employees are the reason for delivering Good CQC ratings, excellent outcomes and outstanding patient experiences, so it is our aim to create a happy and healthy working environment where you can thrive and succeed.
Job overview
An exciting opportunity has arisen for an experienced Personal Assistant to join the Senior Leadership Team supporting the Deputy Chief Operating Officer/Medical Director across the BEH and C&I Partnership.
This opportunity is offered initially as a Fixed-Term or Secondment until March 2024, with the potential of a substantive position.
The successful candidate will have experience of working in a health care setting providing support at executive leadership/senior management level and be able to work in a dynamic, fast-paced environment.
Must demonstrate attention to detail and manage own time to meet the needs of the service and a self-starter. The role is responsible for overseeing and managing both Deputy Chief Operating Officer/Medical Director meetings both internally and externally including the coordination of the forward planner, agendas, papers and taking accurate minutes. The Role will require a high level of diary management ensuring that deadlines are met with internal and external reports/papers and submissions.
This is a new role to support the Deputy Chief Operating Officer/Medical Director in transforming the future of Mental Health services across the Partnership.
If you enjoy new challenges and would like to be at the beginning of this journey, we would like to hear from you.
Main duties of the job
You will be responsible for:
- Providing a full PA service to the Deputy Chief Operating Officer/Medical Director including dictation and typing minutes, word processing, photocopying, faxing, and filing; the production of reports/collation of data as and when requested.
- Maintaining an effective and efficient administrative system to support the services and projects on behalf of the Senior Management Team.
- Manage diaries, including arranging meetings, taking account of time constraints and the commitments/priorities of the Deputy Chief Operating Officer/Medical Director
- Co-ordinate the administrative function within their portfolio to deliver an efficient and effective service that supports clinical service delivery, service management, service users and carers
Working for our organisation
BEH-MHT Values
Our values
The Trust’s values are:
- Compassion
- Respect
- Working together
Detailed job description and main responsibilities
- Effectively utilise a range of evidence-based educational strategies/interventions to support person centred care with individuals, their families and carers, and other health-care colleagues.
- Critically assess and address individual learning needs that reflects the breadth of ongoing professional development across the four pillars of advanced clinical practice.
Person specification
Education
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in area.
Knowledge
- Full range of administrative procedures, software programmes
- Relevant Trust policies and procedures
Experience
- 2 years NHS experience
- 2 years’ experience of line manager responsibility
- Managing busy workload and conflicting priorities
- Handling confidential and sensitive information in accordance with the Data Protection Act
- 2 years NHS experience of working in a community setting.
Skills & Abilities
- Extensive use and knowledge of all Microsoft Office programmes; Outlook, Word, Excel and Publisher.
- Extensive use and knowledge of RiO.
- Demonstrate a high standard of telephone liaison, interpersonal, organisational and communication skills
- Methodical and organised
- Clear communicator with good writing, and telephone skills ensuring accuracy at all times
- Problem solving skills and ability to respond to sudden unexpected demands
Freedom to Act
- Works without supervision, advice available from line manager when required
Emotional effort
- Occasional exposure to distressing or emotional circumstances, office conditions
References will be required to cover your last 3 years of employment/training. One has to be from your current or most recent employer and the others from your previous employer. The references should be from persons with management responsibility or HR.
If you have been unemployed for a period of four years or more, please give the details of your last employer and one character referee of your choice (not members of your family). If more applicable, references will be requested from your teacher or head of faculty. Please ensure you provide full contact details.
Vacancies that are advertised as Fixed Term Contracts will also be available as secondment opportunities for substantive internal staff.
Please be aware that your documents eg. Passport/NI Card, will be electronically scanned using Home Office accredited Verification System.
Due to the high number of applications that are received for some posts, we will close vacancies before the stated closing date once the first 50 applications are received. Therefore, please apply as soon as possible.
All non-medical posts with the Trust are subject to a probationary period of six months, during which time you will be required to demonstrate to the Trust’s satisfaction, your suitability for the position in which you will be employed.
Should you not hear from us within three working weeks of the closing date for this post, then regretfully in this instance, you have not been shortlisted.
By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at improving efficiencies within the NHS both to make costs savings for NHS organisations but also to save you time when your employment transfers.
Employer certification / accreditation badges
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.