Personal Assistant (PA) – Permanent

Reference PA01PERM
Directorate Public Health
Service Public Health
Contract Type Permanent
Location Suffolk
Job Type Full-time
Start Date 06/05/2019
Hours per week 37 hrs per week (part-time available)
Salary Annual salary from £20,000 to £24,000

Personal Assistant (PA)

We have an exciting opportunity for an experienced Personal Assistant to work within the Public Health team. You will use your excellent skills to work to a high degree of accuracy, with an acute eye for detail, prioritise workloads and manage conflicting demands effectively.

You will have a proven ability within a similar PA role, a personable and proactive approach and willingness to support the wider Public Health team with a variety of administrative duties.

To provide full PA support, secretarial services and project support to the Consultant in Public Health team.  The post holder will also provide secretarial services to the team of Consultants in Public Health and undertake a range of administrative duties including overall co-ordination of the Population Health Care and Health Protection team.

  • Diary management for the Consultant in Public Health Medicine – Ipswich and East Suffolk Locality and the Consultant in Public Health Medicine – West Suffolk Locality
  • Opening, analysing and prioritising all incoming correspondence including dealing with emails from one or more inboxes.
  • Manage correspondence with your Senior Officer(s) providing advice and briefing where necessary, or where appropriate use own initiative to produce responses, or forward to others for action/information.
  • Arrange meetings, book venues, prepare agendas, take & circulate minutes.
  • Arrange travel and accommodation as necessary.
  • Maintain and develop filing systems including those containing sensitive and confidential information.
  • Keep up to date and be aware of matters that the Senior Officer is involved in and ensure that he/she is kept informed of developments.
  • Support the Senior Officer(s) in his/her role on Corporate Committees, working groups, external organisations including national bodies etc. and/or co-ordinate, plan and organise any events on behalf of the Senior Officer(s) as required.
  • Organise Foundation Year 2 doctor induction working with their Clinical Supervisor
  • Day to day management of processes and procedures e.g. administrative, financial, IT and HR.
  • Follow SCC procedures for logging and processing complaints and compliments.
  • Comply with information handling procedures (including information legislation such as the Data Protection Act and Freedom of Information Act).
  • Manage specialist administrative/ management information systems with appropriate input from line manager. This would include detailed knowledge of specialist systems, system security and associated procedures.
  • Process invoices – undertake financial processes such as setting up purchase orders.
  • Act as a first point of contact for the Consultant in Public Health Medicine – Ipswich and East Suffolk Locality and the Consultant in Public Health Medicine – West Suffolk Locality, dealing with a range of enquiries on their behalf.
  • Act as link with a wide range of internal and external contacts, e.g. MPs, Government departments, Chief Officers, senior managers in both the NHS and local government, County Councillors and other local authorities, outside bodies, national organisations and members of the public.
  • Redirect any media contacts to the Communications team.
  • Develop good working relationships with internal and external customers.
  • Arrange events and meetings, liaising with internal and external parties (e.g. clients, partners, staff, customers etc).
  • Draft communications for a range of audiences.
  • Understand which elements of Health Protection need to be redirected to Public Health England (PHE).
  • Good working knowledge of Microsoft packages, e.g. Word, Excel, Powerpoint, Outlook etc.
  • Sound knowledge and understanding of a range of administrative procedures, e.g. financial, secretarial, HR, operational etc.
  • Knowledge and use of general office equipment.
  • Organisational skills to prioritise own work and work of others, to meet deadlines.
  • High standard of document production, including accurate minute and action note taking
  • An understanding of confidentiality and data protection
  • Research and problem solving skills
  • Understanding of how to access Public Health outcome framework Data to find specified information
  • Confidence and judgement to make decisions in absence of senior officers

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