Detailed Job Description and Main Responsibilities

The Personal Assistant will provide a comprehensive, proactive and confidential administrative and secretarial service to the General Manager(s) and associated care group team. The post holder will play a key role in ensuring the effective organisation and smooth running of operational services, working both independently and collaboratively across teams.

Personal Assistant Support

• Provide a high-quality personal assistant service to the General Manager(s), including managing complex diaries, appointments and schedules
• Act as a first point of contact, handling telephone, email and face-to-face enquiries professionally, including sensitive contact with service users, carers and external stakeholders
• Manage incoming correspondence, including screening emails and prioritising urgent matters, drafting routine responses as appropriate
• Produce accurate, high-standard documents including reports, correspondence, agendas and minutes in line with Trust standards
• Service meetings, including organising logistics, preparing documentation, taking minutes and tracking actions
• Coordinate events, meetings and workshops, including venue booking, catering, equipment and delegate materials
• Support the General Manager(s) with project work, research, data collection and presentation materials
• Maintain strict confidentiality and professionalism at all times

Office Administration and Team Support

• Develop, maintain and improve effective office systems, including filing, record management and administrative processes
• Supervise and support administrative and secretarial staff, including allocation of work, induction, and involvement in appraisal and recruitment processes
• Contribute to the standardisation and improvement of administrative practices across the service
• Maintain accurate staff and personnel records, including sickness absence reporting systems
• Monitor and maintain clinical and service data systems, ensuring records are accurate and up to date
• Support the implementation and development of policies, procedures and administrative systems

Financial and Resource Management

• Raise purchase orders and support invoice processing and monitoring using Trust systems
• Order and maintain office supplies and resources for the team
• Ensure financial processes are followed in line with Trust procedures

General Responsibilities

• Manage workload proactively, prioritising competing demands and working independently when required
• Participate in team meetings, supervision, appraisal and personal development planning
• Contribute to a positive, professional and efficient team environment
• Comply with all Trust policies, including safeguarding, confidentiality, health and safety, and equality and diversity
• Support a culture of high performance, continuous improvement and excellent service delivery