The post holder will work as part of a dynamic team in delivering effective PA/Business support for the Director of Strategy and Commissioning within the Public Health East of England Directorate.
The post holder will also support the Public Health Commissioning Team on executive HR processes, including meeting organisation, logistics and project co-ordination, correspondence management, diary management, travel bookings, and file/document management.
Main duties of the job
To act as a contact point for teams, dealing with and responding effectively to complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously. Handle significant quantities of confidential and sensitive information on behalf of the Senior Managers, ensuring the appropriate degree of confidentiality and discretion is always adopted.
Work with all team members in the collection and analysis of information for performance reporting on relevant team projects. Undertake reporting and analysis of information to support delivery, including running and collating reports to the board and senior management as required. Use initiative to a significant level and demonstrate attention to detail in all aspects of work, managing competing demands and priorities.
About us
The NHS England board has set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work. We will achieve this purpose by:
* Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
* Making the NHS a great place to work, where our people can make a difference and achieve their potential.
* Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values, and behaviours to deliver accessible, compassionate care.
* Optimising the use of digital technology, research, and innovation.
If you would like to know more or require further information, please visit NHS England.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Staff recruited from outside the NHS will usually be appointed at the bottom of the pay band.
NHS England holds a Sponsor Licence; this means that we may be able to sponsor you providing the Home Office requirements are met. To be eligible for sponsorship through the Skilled Worker route, you'll usually need to be paid the 'standard' salary rate of at least £38,700 per year, or the 'going rate' for your job, whichever is higher.
Job responsibilities
Planning & Organising
Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
Ensure the Director of Strategy and Commissioning has the required documentation for all meetings/events.
Organise and produce reports, papers, presentations, and other similar documentation in accordance with organisational timeframes.
Provide effective diary management for the Director of Strategy and Commissioning and the team, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise high-level competing demands to ensure an appropriate balance in daily scheduling in line with preferences, responsibilities, or project plans.
Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers, and providing relevant papers and material. Provide high-quality support to ensure they are managed and delivered effectively.
Support the management of activities, gathering information, updating documentation, and undertaking enquiries as necessary for the activities lead.
Understand, highlight, and document activities risks, issues, and actions, ensuring early identification and proactive mitigation where possible, and ensuring concerns are escalated promptly.
Service Improvement
Assist with the setting up and management of effective business processes to facilitate the smooth running of the Public Health Commissioning Team.
Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
Work closely with other team members to improve current practices and processes to achieve the best possible outcomes.
Support the team on the timely capture of lessons learned.
Develop and maintain an effective electronic filing system to ensure information is kept securely and is accessible to other members of the team.
Work with all team members in the collection of information for performance reporting on relevant team projects.
Develop and maintain databases as required by the role.
Contribute to effective information management within the team.
Flexible approach to work in line with the needs of the business.
Communication
Ensure appropriate and timely responses to all relevant correspondence.
Draft routine responses and ensure that all correspondence is accurate and delivered in a timely manner.
Act as a key member of the team to support effective communication and stakeholder management both internally and externally.
Operate in a highly political and sensitive environment.
Communicate information and issues, including briefings and reports to managers and project leads as appropriate.
Financial Management
Support budgeting, forecasting, and tracking spend of activities; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure. Support the development of business cases for resourcing and project expenditure.
Continually strive to deliver business and function outcomes, ensuring value for money and greater efficiency.
Contribute to the financial delivery of the service, ensuring it is cost-effective and delivered on time.
Supply relevant information required for effective financial management. Support the Director of Strategy and Commissioning and teams by raising purchase orders and checking invoices for payment.
People Management
Provide specialist training, advice, and support on own area of responsibility where necessary.
Support training and induction of new and existing staff.
Supervise the team on their day-to-day activities.
Participate in the recruitment processes of support staff.
Person Specification
Knowledge and Experience
* Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders.
* Understanding of project management principles and/or experience working in a project environment.
Skills & Abilities
* Advanced knowledge of Microsoft software applications (Outlook, Word, Excel, and PowerPoint etc.).
* Excellent planning and organising capabilities, with exceptional attention to detail.
* Able to work on own initiative, organising and prioritising own and others' workloads to changing and often tight deadlines.
* Proven ability to respond to the unexpected and ability to make judgements around when to make decisions independently or when it may be appropriate to escalate.
Interpersonal Skills
* Works well with others, is positive and helpful, listens, involves, respects, and learns from the contribution of others.
* Able to maintain effective working relationships at all levels and with staff in other offices.
#J-18808-Ljbffr