Corporate Administrative Assistant
Invicta Health CIC
The closing date is 09 May 2024
Job summary
Invicta Health has an exciting opportunity for a Corporate Administrative Assistant to join the team on a full time basis. The role allows for hybrid working (home and office).
Interviews will be held week commencing 13th/ 20th May.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
The postholder will
provide an efficient, reliable, and accurate administrative service and will
provide support to the Corporate Senior Management Team. This includes:
- Arranging, organising and minuting key strategic meetings within the
portfolio in a timely and effective manner
- Providing PA support as required to members of the Corporate Senior
Management Team
- Providing administrative support with documents that provide assurance
such as the corporate risk register, policies and reports.
- Providing support to the wider administrative team as needed.
About us
Invicta Health is a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
- NHS Pension
- Learning and Development opportunities
- Progression opportunities
- Competitive annual leave entitlement
- Incremental pay progression
- Flexible working
- Approved blue light card provider
- Salary Sacrifice Schemes
- Car Lease Scheme
- Employee Assistance Programme
Job description
Job responsibilities
Corporate Administration Support
Meetings Coordination
- To forward plan and manage meetings
calendar for Finance & Performance Subcommittee and Operational Delivery
Subcommittees.
- To co-ordinate and manage all
administration tasks related to these meetings including minute taking, arranging
venues/rooms, and ensuring the agenda and related documents are collated and
circulated in a timely manner.
- To cover other business meetings if
needed, such as Board. These may sometimes be outside of usual working hours
which will require some flexibility.
- Taking accurate complex minutes or actions, ensuring decisions are
recorded, referenced and future action is taken at the appropriate level.
Ensure that meetings have a forward work programme, and actions are followed up
and monitored regularly.
PA Support to
members of the Corporate Senior Management Team
- Provide a comprehensive and
efficient administration support to members of the Corporate Senior Management
Team as required. The Head of Business Assurance and
Development will support the postholder with the management of this workload.
- Provide diary management, ensure that
appointments are planned and coordinated, and run to schedule. The postholder
will be supported to prioritise the high-level completing demands to ensure an
appropriate balance in the 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, and providing relevant papers and material. Provide high
quality support to ensure they are managed and delivered effectively.
- Regular liaison with member of Corporate
Senior Management Team to ensure awareness of priorities.
- Organise and support the
production of reports, papers, presentations, and other similar documentation
in accordance with requirements of the team.
- Follow up and take forward any
key pieces of work as directed by the Head of Business Assurance and
Development.
Assurance
- To support the administration of the Strategic Objectives spreadsheet
during Senior Management Team meetings.
- To assist in the creation of, and the
timely submission of, additional reports for Invicta Health services as
required. These may be used to support the Senior Management Team in decision
making and in the production of reports for assurance.
- To assist in the maintenance of the
Service Contract Tracker, detailing each of the service contracts and the KPIs
(Key Performance Indicators) required for each service.
- To provide support with due diligence of
new business opportunities.
- To assist in the collection, input
and reporting of data relating to specific areas within the organisation as
guided by the Head of Business Assurance & Development.
Risk Register
- To provide administrative support in the maintenance of the Corporate
Risk Register.
Policy and Protocol Maintenance
- To assist in the maintenance of the Policy and Protocol spreadsheet tracking
when documents are due for review.
- To assist in updating documents following ratification with regards to
formatting, version control and ensuring documents are accessible to staff.
Insurances, memberships, leases and
registrations
- To be aware of the monitoring of
these and assist as needed including maintenance of Contract Compliance
Spreadsheet.
- Assist with any other related tasks
as needed.
Administration Support &
Communication
- To work within the wider
administration team and support with the answering of the telephones and email
queries.
- Help to monitor the Invicta Health inbox and action/forward or refer as
appropriate.
- Support the Senior Management Team with formatting and distribution of
organisation wide communications.
- Maintain confidentiality at all times and understand the importance of
accuracy and excellent data quality.
- Support the
corporate administrative team with internal and external enquiries, responding
to telephone calls, e-mails, and other channels of correspondence, using
initiative to action/forward or refer as appropriate.
- Assist with any corporate branding
tasks as needed.
- Support with back end of the website
during periods of leave of the Corporate Affairs Manager.
- Develop and maintain databases as
required by the role.
- To
maintain a professional manner as a point of contact with external providers as
required.
General Duties
- To work collaboratively and professionally
with colleagues across Invicta Health, building and maintaining relationships.
- To contribute to the development of
services, including processes, templates and principles.
- To ensure
that strict confidentiality is observed at all times, especially when dealing
with personal information.
- To take
part in any statutory and mandatory training or other training and development
programmes as requested.
- Any other
reasonable duties as directed by your line manager.
- Due to the
changing nature of Invicta Health, job descriptions will evolve and are
therefore subject to periodic review.
- Full terms
and conditions of employment will be issued if an offer of employment is made.
Job description
Job responsibilities
Corporate Administration Support
Meetings Coordination
- To forward plan and manage meetings
calendar for Finance & Performance Subcommittee and Operational Delivery
Subcommittees.
- To co-ordinate and manage all
administration tasks related to these meetings including minute taking, arranging
venues/rooms, and ensuring the agenda and related documents are collated and
circulated in a timely manner.
- To cover other business meetings if
needed, such as Board. These may sometimes be outside of usual working hours
which will require some flexibility.
- Taking accurate complex minutes or actions, ensuring decisions are
recorded, referenced and future action is taken at the appropriate level.
Ensure that meetings have a forward work programme, and actions are followed up
and monitored regularly.
PA Support to
members of the Corporate Senior Management Team
- Provide a comprehensive and
efficient administration support to members of the Corporate Senior Management
Team as required. The Head of Business Assurance and
Development will support the postholder with the management of this workload.
- Provide diary management, ensure that
appointments are planned and coordinated, and run to schedule. The postholder
will be supported to prioritise the high-level completing demands to ensure an
appropriate balance in the 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, and providing relevant papers and material. Provide high
quality support to ensure they are managed and delivered effectively.
- Regular liaison with member of Corporate
Senior Management Team to ensure awareness of priorities.
- Organise and support the
production of reports, papers, presentations, and other similar documentation
in accordance with requirements of the team.
- Follow up and take forward any
key pieces of work as directed by the Head of Business Assurance and
Development.
Assurance
- To support the administration of the Strategic Objectives spreadsheet
during Senior Management Team meetings.
- To assist in the creation of, and the
timely submission of, additional reports for Invicta Health services as
required. These may be used to support the Senior Management Team in decision
making and in the production of reports for assurance.
- To assist in the maintenance of the
Service Contract Tracker, detailing each of the service contracts and the KPIs
(Key Performance Indicators) required for each service.
- To provide support with due diligence of
new business opportunities.
- To assist in the collection, input
and reporting of data relating to specific areas within the organisation as
guided by the Head of Business Assurance & Development.
Risk Register
- To provide administrative support in the maintenance of the Corporate
Risk Register.
Policy and Protocol Maintenance
- To assist in the maintenance of the Policy and Protocol spreadsheet tracking
when documents are due for review.
- To assist in updating documents following ratification with regards to
formatting, version control and ensuring documents are accessible to staff.
Insurances, memberships, leases and
registrations
- To be aware of the monitoring of
these and assist as needed including maintenance of Contract Compliance
Spreadsheet.
- Assist with any other related tasks
as needed.
Administration Support &
Communication
- To work within the wider
administration team and support with the answering of the telephones and email
queries.
- Help to monitor the Invicta Health inbox and action/forward or refer as
appropriate.
- Support the Senior Management Team with formatting and distribution of
organisation wide communications.
- Maintain confidentiality at all times and understand the importance of
accuracy and excellent data quality.
- Support the
corporate administrative team with internal and external enquiries, responding
to telephone calls, e-mails, and other channels of correspondence, using
initiative to action/forward or refer as appropriate.
- Assist with any corporate branding
tasks as needed.
- Support with back end of the website
during periods of leave of the Corporate Affairs Manager.
- Develop and maintain databases as
required by the role.
- To
maintain a professional manner as a point of contact with external providers as
required.
General Duties
- To work collaboratively and professionally
with colleagues across Invicta Health, building and maintaining relationships.
- To contribute to the development of
services, including processes, templates and principles.
- To ensure
that strict confidentiality is observed at all times, especially when dealing
with personal information.
- To take
part in any statutory and mandatory training or other training and development
programmes as requested.
- Any other
reasonable duties as directed by your line manager.
- Due to the
changing nature of Invicta Health, job descriptions will evolve and are
therefore subject to periodic review.
- Full terms
and conditions of employment will be issued if an offer of employment is made.
Person Specification
Key skills
Essential
- Able to plan and organise own work to meet deadlines and respond to changing priorities
- Excellent organisational skills
- Sensitivity and diplomacy in dealing with a wide range of people
- Effective written and verbal communication skills
- Able to work on own initiative and to identify and carry out work that would be required to support the work of the team
Experience
Essential
- Advanced level of MS Office Applications (word, PowerPoint, excel and outlook)
- Experience of planning and organising meetings and minute taking
- Experience of dealing with highly sensitive and complex confidential information
- Experience of coordinating varied administrative functions simultaneously
Desirable
- Experience of working within the NHS
Qualifications
Essential
- Educated to A level or equivalent years of experience in an administrative role leading to sound knowledge of administrative procedures and office administration practices.
Personal Attributes
Essential
- Works autonomously but seeks advice when required
- Very Flexible
- Team player with Can do attitude
- Proactive approach to work
- Strives for excellence
- Honest and fair
Person Specification
Key skills
Essential
- Able to plan and organise own work to meet deadlines and respond to changing priorities
- Excellent organisational skills
- Sensitivity and diplomacy in dealing with a wide range of people
- Effective written and verbal communication skills
- Able to work on own initiative and to identify and carry out work that would be required to support the work of the team
Experience
Essential
- Advanced level of MS Office Applications (word, PowerPoint, excel and outlook)
- Experience of planning and organising meetings and minute taking
- Experience of dealing with highly sensitive and complex confidential information
- Experience of coordinating varied administrative functions simultaneously
Desirable
- Experience of working within the NHS
Qualifications
Essential
- Educated to A level or equivalent years of experience in an administrative role leading to sound knowledge of administrative procedures and office administration practices.
Personal Attributes
Essential
- Works autonomously but seeks advice when required
- Very Flexible
- Team player with Can do attitude
- Proactive approach to work
- Strives for excellence
- Honest and fair
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
