Job Description

Job Title: Psychological Services PA

Reference No: RW5/1932

Department: Psychology
Location/Base: Sceptre Point

JOB SUMMARY
The post holder is required to provide a comprehensive, efficient and
professional PA and administration service to the Professional Lead for
Psychological Services and her team. Regular contact with the Directorate
Senior Management Team, Corporate Departments, Networks, Partners and
External Agencies will be paramount in the everyday duties of this
post. Handling of highly sensitive situations will be required in liaison with
Professionals and Clients; this will also encompass confidential and sensitive
information.

Accountable to: Professional Lead for Psychological Services

Responsible to: Professional Lead for Psychological Services
Hours:

37.5

Job Content
Principal Duties and Responsibilities
1. To co-ordinate and manage the Professional Lead for Psychological
Services diary, liaising with individuals within and out of the Trust as
necessary to arrange appointments and meetings
2. To ensure that the Professional Lead for Psychological Services has all
the relevant and necessary papers for attendance at meetings
3. To be responsible for arranging and coordinating meetings for the
Professional Lead for Psychological Services i.e. booking rooms,
arranging refreshments, ensuring the production and circulation of
agendas
4. To facilitate and organise the regular meetings that the Professional Lead
for Psychological Services chairs

5. To maintain in an organised manner records as required by the

Professional Lead for Psychological Services in order to facilitate an easy
retrieval process
6. To participate and provide support to project groups established within
the portfolio of the Professional Lead for Psychological Services
7. To ensure the completion and submission of all data relevant to staff
attendance and sickness monitoring
8. To maintain the Psychology shared database on the X drive
9. To maintain the relevant SharePoint sites supporting Psychological
Services and other projects for the Professional Lead for Psychological
Services
10. To be responsible for typing confidential letters, memos and documents
as required by the Professional Lead for Psychological Services
11. Provide cross cover when other PA/administration staff are absent and
undertake any other duties as requested as agreed with the Professional
Lead for Psychological Services
12. Support the co-ordination of the preparation of reports including the
formatting of Board Reports.
13. Handling and collating information in the absence of the Professional
Lead for Psychological Services
14. To attend meetings as required to take the minutes of the meeting
15. To ensure the production and circulation of minutes taken from meetings
in a timely and efficient manner
16. To resolve queries wherever and whenever possible on behalf of the
Professional Lead for Psychological Services and be aware of what
needs to be referred
17. Co-ordinate the leave applications for the direct reports to the
Professional Lead for Psychological Services in consultation with the
Professional Lead for Psychological Services
18. Make travel arrangements reservation of accommodation, itinerary
preparation including procession of plans, maps and other information in
relation to visit
19. To collect, open and prioritise post ensuring all urgent matters are
brought immediately to the Professional Lead for Psychological Services
attention. Dealing with any routine post prior to discussion with the
Professional Lead for Psychological Services
20. To co-ordinate and arrange conferences on behalf of the Professional
Lead for Psychological Services

21. To provide administrative support to the Professional Lead for

Psychological Services and agreed deputies e.g. typing documents,
arranging printing, producing laminated copies of documents
22. To assist the Professional Lead for Psychological Services in maintaining
the register of Psychological therapies and therapists
23. To assist in the production of financial data relevant to psychological
services where required
24. To assist the Professional Lead for Psychological Services in monitoring
the Psychological services budget for agreed expenditure and to maintain
and requisition items as required on behalf of the Professional Lead for
Psychological Services
25. To complete travel expense
Psychological services

claims

for

Professional

Lead

for

26. Procurement of goods and services as required

27. To work on own initiative and be accountable for actions and to prioritise
own workload

Skills and Knowledge

1. To ensure that all telephone communication is handled in a confidential and
courteous manner at all times.
2. To receive the Professional Lead for Psychological Services visitors and
appointments, ensuring they are escorted promptly and courteously to the
appropriate venue.
3. To have knowledge of and be able to use a range of Microsoft packages
including Microsoft Word, Excel, project manager and power point and basic
web administration
4. To be able to work in a calm and professional manner when under pressure
and deal with frequent interruptions.
5. To maintain confidentiality at all times.
Education and Training
1. To attend statutory training as provided by the Lancashire Care NHS
Foundation Trust on an annual basis.
2. To see out new skills knowledge and lifelong learning and develop new
competencies as required.
3. To participate in the personal development planning and appraisal process.
Health and Safety
1. To maintain a safe office environment in accordance with Health and
Safety Policy and Procedure.
2. To ensure that all equipment provided is used in a proper and safe manner.
3. To refrain from the willful misuse of or interference with anything provided in
the interest of health and safety and any action which might endanger yourself
and others.
4. To adhere to all Trust Policy and Procedures particularly in relation to Health
and Safety, Moving and Handling, and IM&T and the Freedom of Information
Act.
5. To report as soon as practical any accidents and untoward occurrences and
to ensure that Accident Forms and Incident Reporting Forms are completed.
Review and Appraisal:

Any changes to this Job Description have to be in agreement with the

post holder.

Performance is subject to appraisal within the performance appraisal

system current within the Trust.

As a member of staff you have:

Legal duties and responsibilities under Health & Safety legislation, plus a
general duty to work safely and not to put others at risk i.e. colleagues,
patients, visitors, as a result of any activity or omission at work.
A duty to report any practice that you consider compromises standards of
risk and health & safety. The Whistle-blowing Policy gives effect to the
Public Interest Disclosure Act under which an individual who raises such
concerns for unfair treatment is protected.

All Lancashire Care NHS Foundation Trust staff employed within all
Environments that have contact with service users, their families or
systems to support them have a responsibility to safeguard and promote
the welfare of children, adults and vulnerable families.
Staff must
familiarise themselves with and adhere to Local Safeguarding Children
and
Adult Board Policy and Procedures
familiarise themselves with and adhere to LCFT Procedures for
Safeguarding and Protecting Children and Adults

Approval

Manager:

.. Date:

Job Holder: .
Date:

Date Agreed: