Job summary
- Main area
- Administrative & Management
- Grade
- NHS AfC: Band 4
- Contract
- Fixed term: 10 months (Monday - Friday, 09:00am - 17:00pm)
- Hours
- Full time - 37.5 hours per week (Monday - Friday 09:00am - 17:00pm)
- Job ref
- 186-635-25-FS
- Employer
- Nottinghamshire Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Wells Road Centre
- Town
- Mapperley
- Salary
- per annum pro rata
- Closing
- 04/06/2025 23:59
- Interview date
- 16/06/2025
Employer heading
Personal Assistant/Admin Team Leader
NHS AfC: Band 4
Job overview
A position has become available to join our friendly team within Low Secure & Community Forensics.
We are seeking an experienced Personal Assistant to support our Clinicians and also provide oversight and supervision to our admin colleagues.
Previous experience within Leadership & Secretarial role's necessary.
Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.
You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies
Main duties of the job
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.
You will have the following:
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
#TeamNottsHC comprises over 11,000 dedicated colleagues who #MakeADifference every day. We deliver intellectual disability, mental health, community health, forensic, and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire, and South Yorkshire. Our care is provided from over 200 sites, spanning community locations, acute settings, and secure environments, including prisons.
We are one of the largest mental health and community Trusts in the East Midlands and one of Nottinghamshire's biggest employers. We also host national and regional services, such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.
We offer a variety of employee-led staff networks, including Equality, Diversity, and Inclusion (EDI) groups, the Green Champions network, the Freedom to Speak Up network, the Health and Wellbeing Champions network, and the Menopause Champions network. These networks play a vital role in supporting our diverse workforce and promoting a culture of inclusivity.
The health and wellbeing of our colleagues is a top priority. We invest significantly in this through our in-house occupational health and staff counselling services, supported by a dedicated Health and Wellbeing team.
The Trust is committed to reducing its carbon emissions, with a specialised Energy and Environmental team working to ensure compliance with environmental legislation, enhance our environmental performance, and achieve our net-zero commitment
Detailed job description and main responsibilities
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 that this post does not meet the pay level required for a Skilled worker visa.
Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.
Applicants requiring a Skilled Worker Visa can determine the likeilood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa
Person specification
Qualifications
Essential criteria
- Possession of a recognised leadership/management qualification to Foundation Degree level or significant recent leadership management experience.
- Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 3 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues.
- Typing/work processing qualification to RSA/OCR III standard or equivalent skill level.
Values & Behaviours
Essential criteria
- All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
- All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation
Experience
Essential criteria
- Dealing with people to maintain a high level of customer care
- Extensive knowledge of working to senior manager level
- Experience of working in a busy office environment
- Extensive knowledge of Microsoft Systems
- Understanding of the Data Protection Act and maintaining strict confidentiality
- Accurate minute taking skills essential to internal and external meetings and HR investigation/disciplinaries
Desirable criteria
- Audio typing working experience
- Working with computer databases
- Previous NHS experience
- Working knowledge of Patient Information Systems
Contractual Requirements
Essential criteria
- Attend Mandatory Training
- Ability to travel across trust sites
- Willingness to undergo training as necessary
Physical Requirements
Essential criteria
- Thereis a frequent requirement for sitting in a restricted position for a substantial proportion of the working time.
- There is a requirement to set up meeting/training rooms.
Training
Desirable criteria
- Customer Care Training
- Loggist Training
Skills
Essential criteria
- Excellent communication skills
- Ability to work on own initiative
- Excellent telephone manner
- Excellent organisation skills
- Experience of working without supervision for protracted periods
- Excellent time management skills
Employer certification / accreditation badges
Applicant requirements
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.
Documents to download
Further details / informal visits contact
- Name
- Elaine Yewdell
- Job title
- Admin & Performance Manager
- Email address
- [email protected]
- Telephone number
- 0115 955 5356
- Additional information
Rebecca Worrall - Admin Team Leader & PA to Community Operational Manager - [email protected] - 0115 773 6207
Megan Cole - Admin Team Leader & PA to General Manager - [email protected] - 0115 773 5910
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