PA to Associate Director for Safeguarding & Partnerships
An opportunity has arisenfor an experienced, skilled and efficient Personal Assistant to provide a firstclass effective PA service to the Associate Director for Safeguarding and Partnerships and newly appointed Head of Safeguarding to enable them to carry out theiroperational and managerial duties, ensuring effective organisation of theirtime.
The successful applicantwill be highly motivated and enthusiastic with previous experience of workingin a demanding and challenging administrative role. You will have the abilityto be flexible, possess excellent organisational and communication skills, andbe proficient with Microsoft Office application systems, including Microsoft Teams.
The ability to prioritiseconstantly changing workloads is a must, as is the need to act on your owninitiative. The role will involve undertaking a wide range of tasks includingfull inbox and diary management, minute taking, maintenance of action/projecttrackers and co-ordination of reports, presentations and other correspondence.
Main duties of the job
* Diary Management
* Planning of meetings/agendas/minute taking
* Management of documents/databases within the shared area
* Represent the ICB Safeguarding Team as a single point of contact with internal and external stakeholders
* Format documents and letters as required.
* Excellent communication skills written and verbal
* Use the full Microsoft suite to support smooth and efficient running of the safeguarding team.
* Be familiar with and fully compliant with all GDPR requirements
About us
The Black Country Integrated Care Board (ICB) is a statutory NHSorganisation responsible for developing a plan for meeting the health needs of1.26 million people in the Black Country. We manage the NHS budget for Dudley, Sandwell, Walsall and Wolverhampton and areresponsible for planning and buying Primary Medical Services (GPs), dental,optometry and pharmacy services.
We are part of the Black Country Integrated Care System (ICS),known as Healthier Futures, which is a partnership of organisations workingtogether to bring health and social care services closer together for the goodof our communities. We support the ICS vision for a healthier place withhealthier people and healthier futures.
The ICB has five core values that underpin theway we work and help to guide our actions and the decisions we make for localpeople and communities. These are compassion, inclusivity, integrity,fairness and trust.
We are an equal opportunities employer who actively supports andencourages increasing the diversity of our employees, and welcome applicationsfrom people with transferable skills gained through experience across the fullrange of health and social care settings.
We are also a bronze award holder under the Defence EmployerRecognition Scheme (ERS). The ERS recognises commitment and support from UKemployers for defence personnel.
Note: in case of fraudulent activity please ensure you check the sender which will be from bcicb.recruitment.workforce@nhs.net
Job responsibilities
* Provide a full Personal Assistant service to theAssociate Director for Safeguarding & Partnerships and Head of Safeguardingto ensure that the right focus is placed on priorities
* Responsibility for inbox management, includingmonitoring and organising emails.
* Responsibility for diary management includingcompilation, coordination and prioritisation of appointments and developingappropriate measures to ensure the best use of the Associate Director forSafeguarding & Partnerships and Head of Safeguarding time.
* Manage and maintain effective bring-forward systemsfor the correspondence and actions, ensuring deadlines are tracked asappropriate.
* Minute taking and maintenance of action trackers,producing reports, presentations and meeting papers to an excellent standardand circulating these in a timely manner in advance of and following meetingsas appropriate.
* Collate and prepare information, documentation andcorrespondence on behalf of Associate Director for Safeguarding &Partnerships and Head of Safeguarding for a range of audiences both internallyand externally.
* Progress chase completion of actions by others on behalfof Associate Director for Safeguarding & Partnerships & the Head ofSafeguarding
* Appropriately manage all correspondence replying toemails, letters, requests and memorandums as required.
* Appropriately manage telephone calls effectively andefficiently, screening and diverting calls as needed, demonstrating anexcellent knowledge and understanding of processes across the team andfamiliarity with key personnel.
* Receive visitors on behalf of the Associate Directorfor Safeguarding & Partnerships and Head of Safeguarding, demonstratingprofessionalism and always exhibiting the core values of the team.
* Appropriately manage telephone calls from distressedcomplainants, providing assistance and proposing solutions to complex andsensitive situations and circumstances.
* Organise and arrange functions and events on behalf ofAssociate Director for Safeguarding & Partnerships and Head of Safeguardingas necessary, including organisation of travel and accommodation asappropriate, ensuring it is procured correctly.
* Undertake general administrative duties in support ofthe Associate Director for Safeguarding & Partnerships and Head ofSafeguarding including scanning and photocopying, in addition to creating,developing and managing databases, spread sheets, project plans & trackersand other documents in line with the needs of the Associate Director forSafeguarding & Partnerships and Head of Safeguarding .
* Supervise staff on a day to day basis as necessary
* Regularly review administrative processes/practices inthe relevant area and propose improvements arising from such reviews
* Provide cover for Personal Assistant colleagues acrossthe ICB in the event of their absence
* Provide logistic support in the event of an internalor external major incident to support the Safeguarding Team as required,undertaking and maintaining appropriate training including participation ininternal training exercises.
Person Specification
Experience
* Experience of working in a busy administrative environment, delivering a full range of administrative procedures (e.g. managing diaries, minute taking)
* Experience in planning and prioritising tasks effectively
* Previous NHS experience
Qualifications
* Pitman or RSA typing up to Level III or equivalent
Skills and Knowledge
* Excellent working knowledge of all Microsoft Office packages with standard keyboard skills
* Knowledge of confidentiality and data protection legislation and able to use discretion where necessary
* Excellent listening and communication skills, both written and verbal
* Demonstrable experience of using electronic environment for audit trail management.
* Ability to work independently and manage own workload
* Good judgment and the ability to communicate thoughts clearly and simply
* Positive attitude and highly self-motivated and can motivate others
* Commitment to continuous professional learning and development
* Willingness to undertake a wide range of duties as required
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