Job Summary
Nottingham CityCare Partnership is a Social Enterprise, providing commissioned services to the NHS. That means we have all the benefits (Agenda for Change terms and conditions, NHS Pensions etc.) but with more flexibility than a traditional NHS Trust.
We have a fantastic opportunity for an enthusiastic, professional and experienced Personal Assistant within the CityCare Corporate PA Team.
As a Personal Assistant, you will provide a high standard of administrative and secretarial support to the Executive Directors enabling efficient operation of their portfolios whilst ensuring the utmost confidentiality at all times.
You will have effective planning, organisation and communication skills and will be responsible for ensuring pro-active and responsive daily management of diaries, emails, phones calls and other correspondence.
You will have the ability to work independently using high levels of discretion, judgement and critical analysis. Part of this fast-paced role will require the post holder to be an effective communication link between internal and external stakeholders.
As a Personal Assistant, you will be expected to adopt a flexible approach to suit the variable and developing workload in the Corporate Office, and there will be times when you will be required to work at other locations.
Main duties of the job
1. Manage the Executive Directors diaries, coordinating and prioritising appointments, highlighting changing priorities, emphasising areas of concern/potential conflict and ensuring effective communication to all relevant parties.
2. Maintain an awareness of ongoing issues in order to tie up correspondence appropriately, chasing up actions and giving position statements prior to meetings taking place.
3. Manage all incoming and outgoing mail on behalf of the Executive Directors, distributing mail for action, preparing draft responses, and following up on actions taken.
4. Review and action all incoming email on behalf of the Executive Directors in a timely manner.
5. Service and minute the meetings of the Boards Committees ensuring that the minutes and papers are issued in a timely manner and in accordance with CityCare's governance processes.
6. Maintain efficient forward planning and follow up systems, ensuring responses are received and deadlines met.
7. Draft presentations.
8. Provide cover for colleagues during periods of absence and annual leave.
9. Ensure the Executive Directors are fully briefed on events and scenarios as they arise, determining the priority of issues and obtaining and collating information needed for informed decisions.
About Us
We are a provider of NHS Community Health Services, CityCare exists to support the health and wellbeing of all local people, working alongside other health and care partners to achieve this. We are a value-driven, people business with a passion for excellence. Our vision and social purpose is to make a difference every day to the health & wellbeing of our communities and our values of kindness, respect, trust, and honesty lie at the heart of everything we do, guiding how we work together with partners and each other to consistently deliver high-quality compassionate care.
CityCare values the benefits of a diverse and inclusive workforce. We encourage applications from candidates who identify as disabled, LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive about employing people with disabilities. If you require your application in a different format please contact Human Resources on 0115 8839418. CityCare is committed to the protection of vulnerable adults and children.
Job Description
Job Purpose
As Personal Assistant you will provide a high standard of personal assistance and secretarial support to the Executive Directors enabling efficient operation of their portfolios whilst ensuring the utmost confidentiality at all times.
Key Responsibilities
1. Provide and receive sensitive and contentious information/complex facts which require analysis, interpretation, and comparison of options and make judgements based on the information/facts.
2. Deal with complex enquiries from a wide range of organisations and individuals in a professional and sensitive manner.
3. Undertake/support specific project and ad hoc work on behalf of the Executive Directors and/or the Executive Assistant as required.
Person Specification
Experience Essential
* Recent substantial experience of working as a PA at Director/Senior Manager level.
* Experience of coordinating multiple tasks with competing demands simultaneously.
* Experience of working to very tight deadlines.
* Experience of servicing and taking minutes at high-level Committee meetings.
Skills and Attributes Essential
* Advanced knowledge of standard office administrative practices and procedures.
* Excellent written and verbal communication skills.
* High level of interpersonal skills and the ability to communicate complex issues.
* Highly developed problem-solving skills.
* Excellent organisational abilities and attention to detail.
* Ability to work under pressure and meet deadlines.
* Proficient in the use of the Microsoft suite of products.
Qualifications Essential
* Degree or equivalent experience relevant to this post.
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