1. Summary
To provide a high level, professional and confidential executive support function to the CEO and Head of Transformation ensuring they are fully briefed and prepared for their respective activities.
The post holder must work on their own initiative with a sound understanding of the business of SPCL and current practices to manage workload and ensure information is communicated appropriately and enquiries are directed correctly.
The post holder liaises with a wide range of people, partner organisations and agencies, both internally and externally on behalf of SPCL, ensuring that a professional image is maintained at all times through appropriate use of language and behaviour.
2. Main duties and responsibilities
Executive Support to CEO and Head of Transformation
1. To act as gatekeeper for the CEO and Head of Transformation; being the first line of contact, filtering correspondence and bringing matters to their attention as necessary.
2. To be responsible for diary management, ensuring all parties are briefed on the meeting, associated paperwork is provided and all necessary work arrangements have been organised/ communicated. Using independent judgment to prioritise work schedules in accordance with changing priorities, liaising and negotiating with all relevant parties in an efficient and effective way.
3. To receive highly confidential and sensitive information. Ensure such information is handled with care and tact. Using professionalism and judgement in all cases, redirecting where necessary and drafting responses on behalf of the CEO and Head of Transformation where required.
4. To respond to unexpected demands and competing priorities.
5. To link with other members of the management team in the absence of the CEO and Head of Transformation – using initiative to solve problems and redirect queries.
6. To create and manage administrative systems to support all the business needs of the CEO and Head of Transformation.
7. To provide high calibre administrative services in the production of business letters including complaints correspondence, reports, papers, minutes, spreadsheets, presentations and other documents as required. Ensuring deadlines are met and the output meets the corporate standards of style and professional standards of grammar and language.
8. To coordinate and ensure effective and efficient services of the training college.
9. To share the responsibility of supporting and organising strategic executive meetings together with partner PAs.
10. To be responsible for organising events and conferences (including hospitality/ venues etc), liaising with external stakeholders.
11. On behalf of the CEO, authorise executive team annual leave requests and ensure all necessary HR documentation/ systems (including E-rostering) are completed concerning management issues (such as sickness absence, training and appraisals).
12. To support the CEO duties as Safeguarding lead, Governance lead and CQC registered manager.
Administrator to key Committees
1. To be responsible for the following meeting administration concerning the Management Team Meeting, Governance and Quality committee of all CQRMs.
2. Organising the forward meeting schedule for drafting agendas and ensuring the Chair of the meeting is satisfied with the content.
3. Sending the draft agendas out to document contributors – collecting papers and organising the agenda.
4. Sending out the agenda and ensuring that invitees/attendees are informed and briefed of expectations / time slots.
5. Organising refreshments.
6. Ensuring any presentations supporting the meeting are set up.
7. Minuting the meeting.
8. Maintaining an action tracker for each meeting, ensuring that this is continually updated liaising with senior officers to record latest action status.
9. Amending the committee agenda cycles.
10. Ensuring key staff are briefed of actions and issues resulting from the meeting discussions.
General
1. Provide administrative support for the Board and other Board committees.
2. To support other management team working in the Central Office environment as required (Including but not limited to IT and HR).
3. To support key corporate events such as Annual Members Meeting / Annual General Meeting.
3. Limits of Authority
1. May not dismiss or suspend staff under the disciplinary procedures.
2. May not take annual leave without prior agreement of the manager.
General Requirements:
* Ensure they and where appropriate their staff adhere to SPCL policies and procedures at all times.
* Comply with SPCL standing orders, standing financial instructions, policies, procedures and guidelines.
* Follow any policies and procedures in relation to infection, prevention and control.
* Are aware of their responsibilities in relation to safeguarding children, and vulnerable adults, and the specific responsibilities placed on individuals who care for such clients/patients.
* Take all reasonable steps to manage and promote a safe and healthy working environment which is free from discrimination.
* Comply with SPCL policy on confidentiality, and the Data Protection Act 1998 as amended, relating to information held manually or on computerised systems.
* Respect the confidentiality and privacy of clients and staff at all times.
* Maintain a constant awareness of health, welfare and safety issues affecting colleagues, patients, visitors and themselves, reporting any accidents or fault in line with SPCL policy.
* Fully participate in health and safety training.
* Participate in personal training, development, appraisal, and attend all relevant training courses as required.
* Comply with the professional body code of conduct.
This job description seeks to outline the key duties and responsibilities of the post; it is not a definitive document and does not form part of the main statement of Terms and Conditions. The job description will be reviewed during the annual appraisal process.
The post holder may, with their agreement, which should not reasonably be withheld, be required to undertake other duties as required, which fall within the grading of this post, to meet the needs of this new and developing service.
Individuals who are required to hold a professional registration in order to practice must continue to be a member of their professional body throughout the lifespan of this job description. Such individuals will be required to notify SPCL immediately if their professional body limits or changes the terms of their registration.
This job description will be reviewed yearly as part of the annual individual performance review, to ensure that it reflects the responsibilities of the post. No changes will be made without full consultation with the post holder.
PERSON SPECIFICATION
Essential
* GCSE or equivalent in English and Maths.
* Degree level or equivalent vocational qualification or extensive experience in business administration.
* At least 3 years’ experience of being a Personal Assistant to a senior level executive delivering similar tasks to those outlined in the job description.
* Experience of executive level minute taking.
* Demonstrable experience of dealing with matters of a highly sensitive nature.
* The proven ability to work with significant autonomy and to make decisions based on sound well-informed judgement.
* Diplomatic when dealing with sensitive matters for the CEO, COO and Head of Transformation.
* Ability to communicate with staff at all levels in the organisation.
* Excellent presentation skills.
* Effective organisational skills.
* Report writing skills.
* Ability to work as member of a team across multi-functional services and also work independently.
* Self-Motivated, adaptable, imaginative, innovative, enthusiastic.
* Literate and Numerate in English.
* Being flexible and adaptable at work in order to meet competing priorities.
* High level of IT skills, including using various Microsoft Office applications. Ability to touch type.
* Good understanding of NHS and functions.
* Car Driver.
Desirable
* ECDL (European Computer Driving Licence) or equivalent experience.
* Experience of supervising staff.
* Knowledge of the political environment SPCL operates in.
* Understanding of the meaning of Improving Working Lives.
* An understanding of equality within the workforce and how it can impact on this post.
Job Type: Part-time
Pay: £15.00 per hour
Expected hours: 25 per week
Benefits:
* Company pension.
* Cycle to work scheme.
* On-site parking.
Schedule:
* Monday to Friday.
Work Location: In person.
Application deadline: 16/02/2025.
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