Personal Assistant to Deputy Chief Medical Officers
Key role information
  • Date added: 19-03-24
  • Hours: Monday to Friday, 37.5 – Flexible, Hybrid Working may be possible 1-2 days a week (after training period)
  • Wage: £11.76 and £14.32 p/h DOE
  • Sector: Commercial
  • Location: Brighton
Apply Now Arrow

An exciting opportunity...

Personal Assistant to Deputy Chief Medical Officers

An exciting temporary opportunity has arisen for the role of Personal Assistant to Deputy Chief Medical Officers.
 

could this be you?

keep looking...

The Role

  • Working in a complex, potentially contentious and highly sensitive environment which the DCMO operates in, to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and other organisations.
  • Committed to working and engaging constructively with internal and external stakeholders on a range of business sensitive issues.
  • Nurture key relationships and maintain networks internally and externally
  • Present a professional, welcoming and helpful image to staff, other organisations, and the public.
  • Develop and maintain close collaboration and co-operation within the wider Team, working at all times to achieve set standards.
  • Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the DCMO.
  • Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being highly proficient with Microsoft Office, including Word, PowerPoint and Excel.
  • Respond to correspondence frequently using written, verbal and face-to-face communication.  Using empathy, tact, sensitivity and judgement to deal with all queries in a professional, confidential and sensitive manner, especially where there are barriers to understanding.
  • Manage sensitive and complex information, deal with confidential information.
  • Confident and friendly telephone manner.  Able to take accurate telephone messages, collect relevant information, and deal with difficult callers, including members of the media. 
  • Support the maintenance of effective communication and business systems.
  • Liaise with staff and managers over a range of issues.
  • Liaise with a variety of professionals on different levels across the wider health community.  Liaise with other NHS organisations and external agencies (including voluntary organisations).
  • Provide diary management for the DCMO, including arranging meetings and booking appointments on request or based on precedent, giving apologies where appropriate and finding a suitable deputy.
  • Prepare agendas from previous minutes, collate documents and meet deadlines, once agreed.   
  • Take minutes when required and type formal minutes from given copy; distribute after approval. Provide other administrative support to a variety of meetings when required.
  • Maintain databases and other information storage systems, inputting and retrieving information.
  • Create presentations and amend from given copy.  Facilitate meetings with prior preparation. 
  • Proof-read documents for spelling, punctuation, format and grammar.  Reformat documents as needed.
  • Provide, receive and analyse sensitive, complex and contentious information and make judgements based on the information.
  • Deal with complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions, this may involve handling a caller who is upset or aggressive.
  • Manage the complexities of the DCMO diary, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
  • Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
  • Manage all incoming and outgoing mail on behalf of the DCMO. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
  • Regularly prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner.
  • Maintain efficient forward planning and follow up systems, ensuring that responses are received and deadlines met.
  • Work closely with others in the wider Team, to contribute to the continuous development of working methods and standards.
  • Ensure that all documentation (manual, electronic and digital) is efficiently and effectively dealt with including operating a forward planning system.
  • Maintain and continually contribute to the development of office systems and procedures to ensure efficient and effective support.
  • Take and transcribes formal meeting notes and updating the Trust’s electric meeting record systems
  • Maintain the office infrastructure by ensuring that all equipment faults are reported and repaired in a timely manner.
  • Maintain and develop comprehensive filing systems, both paper and electronic, ensuring efficient and effective retrieval of documents, and systems that are catalogued and accessible.
  • Respond to requests for information from the teams and essential stakeholders as required.
  • Work in a busy office environment; able to deal with interruptions and unplanned events.  Understand a range of work procedures, some of which are non-routine, and which require formal training and/ or practical experience in a range of secretarial procedures, intermediate use of software programmes, and specialist terms.
  • Take initiative appropriately to make decisions based on prior precedent.
  • Use analytical skills to make appropriate decisions regarding the presentation and dissemination of data and information.
  • Prioritise own workload in conjunction with the business. 
  • Work flexibly with the wider Team, including occasional instances of work prior to the start or after the end of the normal working day or out of hours.
  • Demonstrate the values and behaviours of the Trust at all times. 
  • Act as ambassador for the NHS at all times.  

About You

  • Personal Assistant or equivalent secretarial experience.
  • Complex diary management and organisational skills, ensuring duties are dealt with timely and effectively.
  • Excellent communication skills.
  • 5 GCSE’s or equivalent qualifications including English Language Grade A-C
  • Proven IT skills.
  • Proven office experience at higher level.
  • Knowledge of filing / record management systems.
  • Comprehensive knowledge of Microsoft Office Applications Word and Excel.
  • Knowledge of information governance requirements, including the Data Protection and Freedom of Information Acts.
  • Ability to work without supervision and meet deadlines with competing priorities.
  • An appreciation for competing priorities across the Trust which could impact on the delivery of own personal goals.
  • RSA typing/word processing III or equivalent demonstrable experience of word-processing.
  • Able to build effective working relationships.
  • Able to work effectively with colleagues at all levels of any organisation.
  • Flexibility to move swiftly between priorities and deal with multiple demands within short deadlines.
  • The ability to identify and prioritise complex, time sensitive workload and projects.
  • Demonstrable experience of managing a complex and varied workload.
  • Experience of using Microsoft Office products particularly Word, Excel, PowerPoint & E-mail.
  • Able to encourage development of IT to aid effective work practices.
  • The ability to work without supervision to achieve the objectives of the post and supporting the objectives of the organisation.
  • Audio and copy typing.
  • Experience of working in a health and/or education environment.
  • Knowledge of clinical terminology.

Frequently Asked Questions

  • How much will it cost for you to find me a job?plus icon

    It’s an age-old myth that recruitment agencies charge candidates. Our services to candidates are completely free of charge. We offer CV writing, career advice, interview preparation (and more), and we don’t charge you a penny!

  • Can I register with more than one agency at a time?plus icon

    Yes, absolutely, and we recommend you do so to ensure you’re getting your name out there. What we do ask is that you’re honest with both parties. Keep everyone informed of all your job activities, and there should be no issues in doing this.

  • Why should I register with Juice Personnel instead of just finding my own job?plus icon

    Juice Personnel is a reputable recruitment agency with over 60 years of combined professional experience among our consultants. Our in-depth market knowledge is second to none, and our links with local businesses cover the whole of West Yorkshire, giving us access to hundreds of available opportunities. We will fully manage your application and can offer advice, guidance, or a friendly chat should you need us to!

  • I’ve applied for a vacancy online. Does this mean you’ve sent my CV to your client?plus icon

    No, no and no! We pride ourselves on meeting every single candidate we work with. Any recruiters worth their salt will do the same! It’s our professional duty to ensure that we match the right people to the right business, and there is no way we can do this without meeting you first. We also NEVER send your details anywhere without getting your consent first.

  • I’ve sent my CV to you and haven’t heard anything. Why is this?plus icon

    We receive hundreds of CVs daily, so it’s physically impossible to reply to every candidate. We reach out to as many people as possible, but we state in our adverts that if we haven’t contacted you within 48 hours, you can assume your CV wasn’t shortlisted. If in doubt – pick up the phone. We’re always happy to talk about recruitment.