Corporate PA Job Description

Be responsible for accountable stationery, including maintaining stock levels, ordering further supplies as necessary and dispatching on request, in accordance with procedures.

Raise non-stock requisitions and use Oracle On-line Procurement to order printed stationery e.g. payroll documentation, and other non-stock ad hoc items.

Act as first point of contact dealing with initial enquiries, dealing with telephone calls, which can be from a variety of stakeholders e.g. Non-Executive Directors, SHA, Monitor, or patients, suppliers, recruitment agencies, etc, referring queries and giving advice as appropriate.

Cover the Chief Executive’s office when PA to the Chief Executive is on annual leave. Take telephone calls for the Chief Executive’s and other offices in the absence of staff – a reciprocal arrangement.

Produce reports and presentations and compile information as required

File and meeting preparation e.g. extracting documents from electronic files and existing information from the central files for meeting purposes.

Prepare the agenda and papers for, and attend weekly Director Team meetings to take minutes. Also provide administrative support and take minutes for community based meetings as required.

Ensure central filing systems are properly maintained.

Maintain professional and IT skills and agree personal development plan annually with the Head of Corporate Affairs. Be fully conversant with all office equipment and any related health and safety issues.

Maintain a knowledge of the Organisation

Undertake research and analysis as required to support own work and as directed by the Chief Executive or Chairman

Be responsible for own personal Continuous Professional Development.

Knowledge and Experience

Significant experience of working as PA to a Director or equivalent
Significant experience of minute taking and producing minutes to a high level
Use of PCs and Microsoft Office, in particular word, excel and powerpoint
Use of office equipment
Significant experience of diary management
Experience of dealing with external agencies, senior management and the public
Experience of working in a fast moving, confidential and sensitive environment
Experience of managing a high number of incoming and outgoing e-mails

Skills and Aptitudes

Highly developed interpersonal skills
Accurate & quick keyboard skills
Computer literacy
Accurate proof reading
Effective storage and retrieval of information (manual filing & PC house-keeping)
Full range of secretarial duties
Ability to communicate to a high level verbally and in writing
Ability to work on own initiative/meet deadlines/prioritise
Preparation of minutes, agendas

Personal Circumstances
Self-motivated, enthusiastic and confident
Pro-active, assertive and organised
Professional and confident approach to work
Good team worker
Discreet/able to maintain confidentiality
Attention to detail/observant
Flexible
Satisfactory attendance record

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