Employer: NHS Shropshire, Telford and Wrekin Integrated Care Board
Employer type: NHS
Site: NHS Shropshire, Telford and Wrekin
Town: Wellington
Salary: £26,530 - £29,114 pa pr
Salary period: Yearly
Closing: 23/10/2024 23:59
Interview date: 07/11/2024
Personal Assistant
NHS AfC: Band 4
Job overview
Are you interested in a career in the NHS? Do you have strong administrative and organisational skills with Personal Assistant (PA) experience? If yes, we would love to meet you! We are looking for a creative, dynamic individual, who has significant previous experience of working at a senior Personal Assistant level and is able to bring knowledge, skills, and experience to support the Director of Finance and Finance Team.
You will be highly organised, practical, reliable, and efficient and will have a flexible approach to the role, working on your own initiative as well as working effectively as part of a wider administrative team. Duties will include proactive forward planning, fielding emails and telephone calls, diary management, Committee management (agenda setting, minute taking, follow-up etc), and typing of reports/presentations for Committees/Board level meetings as well as administration in relation to key financial processes. You will be responsible for a portfolio of meetings.
You will be based at the Wellington Civic Offices, Wellington, although currently there is the ability to work from home as part of the Agile Working Policy.
Main duties of the job
* The postholder will be a highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services to a designated Director(s), including, for example, the preparation of agendas and minutes, taking appropriate follow-up action as required.
* The postholder will provide flexible support to the successful delivery of all aspects of the Director’s portfolio and to the needs of the service.
* The postholder will support the Directorate with the management of projects, gathering information and undertaking enquiries as and when is necessary for the Directors or teams within the Directorate.
Working for our organisation
The postholder will be required to establish constructive relationships with the following:
Internal:
* Chief Executive and Chair
* Appointed Members of the Board
* Directorate team
External:
* Senior managers and clinicians from NHS Trusts & NHS Foundation Trusts
* Relevant national policy leads
* Local Government
* Sustainability and Transformation/ Integrated Care System partners
Detailed job description and main responsibilities
* To provide specialist secretarial/administration support and advice to the nominated Directors and Directorate teams.
* To manage the electronic diary for the Directors, including arranging and changing appointments, prioritising these as appropriate.
* To prepare agendas, collate relevant documentation and take minutes and distributing notes of formal meetings, including sub committees, operational groups, working groups and partnership forums, including typing-up of group discussions and interviews, as necessary.
* To organise and plan events as necessary and support the development and publication of information material, sourcing venues and ensuring that they come within a stated cost envelope.
* To undertake administrative duties such as photocopying, scanning and mail-out distributions.
* To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
* To act as a point of contact for Director/Deputy Director and/or Directorate team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
Person specification
Knowledge, Training and Experience
* Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
* Significant administrative/ secretarial experience including initiating and maintaining office systems.
* Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
* Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
* Understanding of Confidentiality and Data Protection Act.
* Knowledge of NHS issues.
Communication Skills
* Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users.
* Minute taking.
Autonomy
* Ability to work without supervision. Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
Equality and Diversity
* Understanding of and commitment to equality of opportunity and good working relationships.
Other
* Ability to work under pressure in a busy working environment and able to multi-task.
* An ability to maintain confidentiality and trust.
* Professional, calm and efficient manner.
* Positive and flexible approach to work.
* Effective team working.
* Problem solving skills and ability to respond to sudden unexpected demands.
* Ability to work flexibly across the geographical area of Shropshire and Telford and Wrekin.
* Able to be flexible on working hours - different/extra in cases of emergency.
* Commitment to continuing professional development.
Please Note: In event of exceptionally high levels of response, we reserve the right to close the post before the date stated above in order to prevent the number of applications received being unmanageable. You are advised to submit your completed application form as soon as possible to have the best chance of being considered.
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