[ref. d91144301] Personal Assistant - Estates & Facilities | East Suffolk and North Essex NHS Foundation Trust

An exciting opportunity has arisen to join the Estates & Facilities administration team based at Colchester General Hospital.

We are looking for a Personal Assistant, who is professional, pro-active and versatile to support the needs of the service.

The department is made up of a range of essential services which spans the Trust so you must be organised, resilient, friendly and able to work to deadlines even in pressured situations.

You are required to assist in providing key customer service and operational support to all key stakeholders and client groups.

Your duties will include organising meetings, the preparation of agendas through to taking, transcribing and distributing minutes.

You will apply extensive knowledge and experience of office administration, to ensure delivery of high quality business support and will use initiative and discretion to organise personal workload, to meet deadlines and timescales as required to maximise performance.

• Provide a comprehensive diary and appointments management service
• Ensure the diaries are kept updated at all times and that the managers concerned are fully appraised of diary commitments in advance. You will also ensure that all relevant and supporting papers are available in advance of meetings.
• Arrange meetings, including booking of venues, sending out meeting agendas, minutes, invites and taking high quality accurate minutes of meetings including preparation of agendas and action logs.
• Monitoring of emails and other correspondence and assisting with prioritisation according to urgency; preparing in draft format routine correspondence and reports; proof reading draft and reports; receiving visitors to the department.
• To create and maintain personnel files for direct reports to include management of annual leave and sickness records, travel claims, payroll returns, supervision and training records.
• Communicate with payroll regarding pay queries and pay discrepancies.
• Devise spread sheets and similar to record data/information relating to various services. You will be asked to assist with the interpretation of the data/information on a regular basis.

We are ESNEFT and we provide hospital and community health services to almost one million people across east Suffolk and north Essex. Our dedicated staff deliver care from acute hospitals in Colchester and Ipswich, community hospitals, surgeries, community clinics and in patients’ own homes.

We are one of the largest NHS organisations in England, employing more than 12,000 staff.

We pride ourselves on supporting our staff. We offer a wide range of training and development opportunities, as well as flexible working options.

Along with supporting you to achieve your career goals we offer a generous pension scheme, unsocial hours payments (where applicable), 27 days annual leave on commencement (pro rata) and access to a range of NHS discounts. Our Staff Health and Wellbeing programme offer a variety of services.

Our philosophy is thatTime Mattersto everyone. Across the Trust, we concentrate on improving the things we do and removing those which cause time delays for our staff and patients.

We are investing in our commitment to Time Matters with a partnership with leading electronic patient record (EPR) supplier Epic. This digital transformation will bring what’s widely regarded as the world’s best EPR system to ESNEFT, transforming life in hospital for staff and patients.

If you are passionate about patient care and want to develop your skills and knowledge, then we want to hear from you.

Find out about living and working here -www.youtube.com/watch?v=GkPu7HphU8A

For full details of the responsibilities and duties of this role please see the attached job description.

This advert closes on Wednesday 23 Oct 2024