Personal Assistant

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care —our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We’re committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won’t rest until everyone in our region has the mental health care they need, to lead their best possible life.

Job overview

An exciting opportunity has arisen for a friendly, proactive and conscientious individual to join us as a Personal Assistant.

To provide a highly autonomous business administration function to the Directorate, ensuring processes, systems and information are implemented, managed, analysed and presented in an effective and efficient manner to facilitate the optimum functioning of the Director and their Senior Leadership Team.

Main duties of the job

To provide and receive highly sensitive information from regarding directorate business including incidents and complaints through telephone, electronic and written communication.

Responsibility for organising the day to day running of the Director’s services in a timely and efficient manner and acts as the first point of contact for all forms of communication, this may include dealing with highly complex issues, situations and information using highly developed communication skills such as tact, diplomacy and sensitivity.

Working for our organisation

We are the Mental Health & Learning Disability NHS Trust for County Durham and Darlington, Teesside, North Yorkshire, York and Selby.

From education and prevention, to crisis and specialist care --our talented and compassionate teams work in partnership with our patients, communities and partners to help the people of our region feel safe, understood, believed in and cared for.

We nurture the recovery journey of anyone in need of our help. In Our Trust, everyone has a say in how they are supported and treated because we listen to every person in our care until they feel understood. Our patients, their families and carers work together with us towards better mental health.

We're committed to new thinking that improves the wellbeing of our region. We connect with our communities and partners to get mental health care right, in areas that really need it.

We won't rest until everyone in our region has the mental health care they need, to lead their best possible life.

Detailed job description and main responsibilities

Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.

Applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis. In the event that permanent funding is secured for this post the successful applicant will be confirmed in post on a permanent basis.

You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role

Person specification

Qualifications

• Either Level 4 Diploma in Business Administration or equivalent OR NVQ Level 3 in Business Administration or equivalent knowledge and experience.
• NVQ Level 3 in Business Administration or equivalent knowledge and experience
• Recognised secretarial qualifications – ie RSA III or equivalent
• ITQ Level 2/ ECDL or equivalent
• Key Skills in literacy (level 2) and numeracy (level 2)

Knowledge

• To be highly knowledgeable in administrative procedures.
• To be fully literate and able to communicate clearly complex information verbally, in legible writing and electronically in appropriate formats
• To be able to demonstrate analytical and formulation skills in data processing.
• To be able to produce reports, presentations and deliver information to a range of audiences.
• To have knowledge and understanding of and be able to implement confidential information management systems.
• To be able to organise, plan and deliver complex activities and projects across sites and manage own workload.
• To be well organised and have ability to cope with pressure.
• To be able to use a range of software packages and have knowledge of a range of IMT applications.
• To be able to work within the parameters of procedures and protocols and effectively apply work systems
• To be able to demonstrate development and implementation of effective administrative support and efficient communication systems
• To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
• To be able to use office equipment, specifically IT resources, photocopying and transcribing machines and other audio/visual aids as necessary
• To understand the principles of information governance and confidentiality as they apply within the NHS
• To have leadership skills in the development of planning and production of events

Experience

• Can demonstrate evidence of knowledge and implementation of administrative and organisational policies and procedures.
• Can demonstrate through experience significant organisational and resource management skills
• Can demonstrate experience of business management and working within a business administration/management post
• Can demonstrate experience of preparing reports and action plans
• Can demonstrate substantial evidence of experience in using computer based software systems and general office procedures
• Evidence of document management systems
• Can demonstrate evidence of managing own workload and co-ordinating office management systems
• Can demonstrate significant experience of providing personal administrative and secretarial support to a senior manager
• Can demonstrate experience of involvement in an application of TEWV QIS improvement methodology and Kaizen work
• Experience of taking and transcribing minutes

If the contract type on the vacancy states 'Fixed Term' this would mean the vacancy is being advertised to address a temporary need for the duration stipulated on the advert, however, in the event that permanent funding is secured for the post the successful applicant will be confirmed in post on a permanent basis.

Internal applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis.

Trust Welcome Day

Here at Tees, Esk and Wear Valley Foundation NHS Trust we want you to have a positive experience when you start your new role with us. To ensure you have great welcome, for all new starters joining the Trust, we offer two start dates per month on the 1st and 3rd Mondays of that Month.

For certain clinical roles, your Welcome Day could then be followed by up to 9 days face to face training. If this is applicable to you, further information will be provided ahead of your Welcome Day.

Right to Work in the UK

Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Browse: Work in the UK - GOV.UK (www.gov.uk).

Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk). Your current immigration status will not be considered as part of the shortlisting or interview process.

Please note that not everyone needs a ‘Skilled Worker’ visa. If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead.

We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers here: Skilled Worker visa: Your job - GOV.UK (www.gov.uk) and for the Health and Care Worker visa here: Skilled Worker visa: eligible healthcare and education jobs - GOV.UK (www.gov.uk)

If you are in the UK already on a visa, please ensure you have no restrictions that would prevent you from taking this post.

AI in Recruitment

This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Newly Qualified Nurses

All band 5 nursing positions are only open to those candidates who already have their NMC registration in place and have successfully completed a preceptorship programme. Please note: Newly qualified applicants or those due to qualify will be recruited via a separate process, for more information about this process please contact: [email protected]

TEWV encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID19.

Tees, Esk and Wear Valleys NHS Foundation Trust is committed to the protection of staff, service users and visitors to the Trust from second hand smoke and currently operates a no smoking policy which ensures all buildings and grounds are smoke free.

We are an equal opportunities employer and welcome applications from individuals who have experience of mental ill health or learning disabilities. Our service users and carers tell us our staff should be consistently concerned with maintaining and improving care with pride, empathy and compassion.

This job advert may close as soon as sufficient suitable applications have been received. If interested please apply for this post as soon as possible.

If this section is not fully completed your application may not be processed.

If your application is successful, the information you give on your application form will be used to create and be retained on your electronic staff record and to provide access to core Trust systems.

Please note that if the post you are applying for requires a DBS check, you will be required to also subscribe to the DBS Update Service, if successful, and thereafter renew your subscription each year. The Trust will reimburse the subscription fee.

After applying via NHS Jobs, your submitted application will be imported into our preferred Third party recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs. You will not be able to track the progress of your application or receive messages through the NHS Jobs website, and furthermore, that as an employer, we will not be able to respond to any e-mails sent to us via the NHS Jobs website.

By applying for this post you are agreeing to Tees Esk and Wear Valleys NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.

Candidates who are shortlisted for interview will be contacted by e-mail. You should check your SPAM folders as well as your inbox. If you have not been contacted within 4 weeks of the closing date you should assume your application has been unsuccessful.