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Main area: Administration Services Grade: NHS AfC: Band 5 Contract: Fixed term: 12 months (Proposed end date 01 January 2026: Secondment only for current NHSE employees) Hours: Full time - 37.5 hours per week Job ref: 990-EOE-6862222-E
Site: Cambridge - Victoria House Town: Cambridge, Fulbourn Salary: £29,970 - £36,483 per annum Salary period: Yearly Closing: 07/01/2025 23:59 Interview date: 20/01/2025
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern.
Job overview
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.
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, always ensuring the appropriate degree of confidentiality and discretion is 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.
Working for our organisation
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 and 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.
Detailed job description and main 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.
* Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material.
* 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.
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 best possible outcomes.
* Support the team on the timely capture of lessons learnt.
* Develop and maintain an effective electronic filing, 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.
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.
* Support budgeting, forecasting and tracking spend of activities; ensuring that appropriate justification exists, and that authorisation has been granted for all expenditure.
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.
Secondments
Applicants from within the NHS will be offered on a secondment basis only, agreement should be obtained from their employer prior to submitting the application.
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.
Our commitments to you
We are passionate about creating an inclusive workplace that promotes and values diversity. We know that different ideas, perspectives and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We strive to ensure our people feel trusted, valued and empowered.
We welcome applications from disabled candidates. If you meet all the essential criteria, you will be guaranteed an interview.
If applying for this role on a secondment basis, please make sure you have obtained prior agreement from your current line manager to apply for this position.
Please note that we currently do not accept applications via recruitment agencies.
NHS England
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