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
Salary period: Yearly
Closing: 23/10/2024 23:59
Interview date: 07/11/2024
Corporate 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 Commissioning and Director of Planning and Performance and the wider directorate team.
To be successful in this role, you will thrive under pressure and have the drive and courage to solve problems. You will have experience of working within an administrative team and managing committees or equivalent high-level strategy or governance meetings, with excellent organisational and prioritisation skills and be a good team player. You will be diplomatic, able to confidently manage confidential information, and have highly developed communication skills and the ability to engage with a range of stakeholders.
NHS STW was established on 1 July 2022 as part of the Shropshire, Telford and Wrekin Integrated Care System (ICS) and is responsible for the strategic planning, commissioning, and monitoring of health and care services from a range of providers to support local people.
Main duties of the job
1. The postholder will be a highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services to designated Director(s), including, for example, the preparation of agendas and minutes, taking appropriate follow-up action as required.
2. 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.
3. The postholder will support the Directorate with the management of projects, gathering information and undertaking enquiries as 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:
1. Chief Executive and Chair
2. Appointed Members of the Board
3. Directorate team
External:
1. Senior managers and clinicians from NHS Trusts & NHS Foundation Trusts
2. Relevant national policy leads
3. Local Government
4. Sustainability and Transformation/Integrated Care System partners
5. Patients and their representatives and the wider public where appropriate
Detailed job description and main responsibilities
1. To provide specialist secretarial/administration support and advice to the nominated Directors and Directorate teams.
2. To manage the electronic diary for the Directors, including arranging and changing appointments, prioritising these as appropriate.
3. To prepare agendas, collate relevant documentation, take minutes, and distribute notes of formal meetings, including sub-committees, operational groups, working groups, and partnership forums, including typing-up group discussions and interviews as necessary.
4. 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.
5. To undertake administrative duties such as photocopying, scanning, and mail-out distributions.
6. To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
7. To act as a point of contact for Directors and the 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
Equality and Diversity
* Understanding of and commitment to equality of opportunity and good working relationships.
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 handling 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.
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 the 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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