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, Personal Assistant within the CityCare Corporate PA Team on a 12 month fixed term basis (to cover maternity leave).
Main duties of the job
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 always 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 provide secretariat for key meetings and committees (both virtual and in person) producing minutes and summary notes, managing action trackers, agreeing agendas, collating and distributing papers to required timescales, noting apologies / attendance and responding to associated enquiries.
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 may be times when you are be required to work at other locations.
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
everyday 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. As a social enterprise we aim to add
social value by investing in the future of our local communities and helping to
make a difference in peoples lives.
CityCare value
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.
We are proud to be a forces-friendly
organisation and are dedicated to supporting Veterans, Service Leavers, Reservists, and
military spouses/partners. We value the unique skills and contributions you
bring.
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 People Services on 0115 8839418. CityCare is committed to the
protection of vulnerable adults and children.
Job description
Job responsibilities
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.
- The
post holder will require effective planning, organisation and communication
skills and will be responsible for ensuring pro-active and responsive daily
management of diaries, emails, phone calls and other correspondence.
- The
post holder will provide secretariat for key meetings and committees (both
virtual and in person) producing minutes and summary notes, managing action
trackers, agreeing agendas, collating and distributing papers to required
timescales, noting apologies / attendance and responding to associated
enquiries.
- The
post holder will be required to demonstrate excellent organisational and
administrative skills and 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.
- The
post holder will be expected to adopt a flexible approach to suit the
variable and developing workload in the Corporate Office.
- There
may be times when the post holder will be required to work at other locations.
Dimensions
-
Be committed to
working and engaging constructively with internal and external stakeholders
on a range of issues.
-
Nurture key
relationships and monitor networks internally and externally.
-
Present a
professional, welcoming and helpful image to staff, other organisations and
the public.
-
Be aware of the
complex, potentially contentious and highly sensitive environment in which
the Executive Directors operate to ensure the effective and appropriate use
of their time through prioritising appointments, dealing with correspondence
and dealing with staff, both internal and external.
-
Develop and
maintain close collaboration and co-operation with the wider Executive Team,
working at all times to achieve set standards.
-
Ensure all
communication is dealt with in a timely, efficient manner and that deadlines
are met, taking action, where appropriate, in the absence of the Executive
Directors.
-
Produce correspondence,
reports, and other documents to a high standard and with due respect for
confidentiality and corporate style being highly proficient with the
Microsoft suite of products.
Key Responsibilities
Analytical and Practical Judgement
-
Provide and receive, sensitive
and contentious information/complex facts which require the analysis,
interpretation and comparison of a range of options and make judgements based
on the information/facts.
-
Deal with sometimes complex
enquiries from a wide range of organisations and individuals in a
professional and sensitive manner, ensuring confidentiality at all
times. On occasions this may involve
handling a caller who is upset or aggressive.
-
Undertake/support specific
project and ad hoc work on behalf of the Executive Directors and/or the
Executive Assistant as required.
Planning and Organisation
-
Manage the Executive Directors diaries,
coordinating and prioritising appointments, highlighting changing priorities,
emphasising areas of concern/potential conflict and ensuring that there is
effective communication to all relevant parties and to make all necessary
arrangements, including travel.
-
Maintain an awareness of ongoing
issues in order to be able to tie up correspondence appropriately, chasing up
actions and giving position statements prior to meetings taking place.
-
Manage all incoming and outgoing
mail on behalf of the Executive Directors.
To distribute mail for action, prepare draft responses, follow up
action and make a record of any actions taken.
-
To review and where appropriate,
action all incoming email on behalf of the Executive Directors in a timely
manner.
-
To 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 CityCares governance
processes.
-
Maintain efficient forward
planning and follow up systems, ensuring that responses are received, and
deadlines met.
-
Drafting presentations.
-
Provide cover for colleagues
during periods of absence and annual leave.
-
Ensure the Executive Directors are
fully briefed on events and scenarios as they arise, determining the priority
of the issues and obtaining and collating the information needed to enable
them to make informed decisions.
Policy and Service Development
-
Propose changes to own work to
ensure it aligns to the work of Executive Directors for the enhancement of
service delivery.
Financial and Physical Resources
-
Ensure that levels of
stationery/office supplies are maintained in order that the office can run
smoothly at all times.
Human Resources
-
Ensure that HR and pay related
processes and schedules are followed at all times. This includes the notification of staff
changes, leavers and absence information for the Executive Directors teams.
-
Work closely with the immediate team
and others to contribute to the continuous development of working methods and
standards.
- Information Systems
-
Ensure that all documentation
(manual and digital) is efficiently and effectively dealt with including
operating a forward planning system.
-
Maintain and continually
contribute to the development of office systems and procedures to ensure
efficient and effective support.
-
Take and transcribe formal
meeting minutes and update the electronic meeting record system.
-
Develop and maintain
comprehensive filing systems, both paper and electronic, ensuring efficient
and effective retrieval of documents, and systems that are catalogued and
accessible.
Other Role Specific Duties
-
To work flexibly, including
occasional instances of work prior to the start of the day or after the end
of the normal working day if required
-
Able to work at other locations if
required.
-
Conduct any other reasonable
duties commensurate with the role and requested by an Executive Director.
-
Demonstrate the values and
behaviours of the organisation at all times.
-
Act as an ambassador for
Nottingham CityCare Partnership at all times.
Learning and Development
-
Attend statutory and essential
training updates as required.
-
Undertake training as necessary
in line with the development of the post and as agreed with the Executive
Assistant/Corporate Office Manager as part of the personal development
process.
-
Identify own learning needs and
jointly plan training requirements.
-
Participate in CityCares
appraisal process to discuss how your role will help deliver the best
possible care to our patients.
Job description
Job responsibilities
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.
- The
post holder will require effective planning, organisation and communication
skills and will be responsible for ensuring pro-active and responsive daily
management of diaries, emails, phone calls and other correspondence.
- The
post holder will provide secretariat for key meetings and committees (both
virtual and in person) producing minutes and summary notes, managing action
trackers, agreeing agendas, collating and distributing papers to required
timescales, noting apologies / attendance and responding to associated
enquiries.
- The
post holder will be required to demonstrate excellent organisational and
administrative skills and 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.
- The
post holder will be expected to adopt a flexible approach to suit the
variable and developing workload in the Corporate Office.
- There
may be times when the post holder will be required to work at other locations.
Dimensions
-
Be committed to
working and engaging constructively with internal and external stakeholders
on a range of issues.
-
Nurture key
relationships and monitor networks internally and externally.
-
Present a
professional, welcoming and helpful image to staff, other organisations and
the public.
-
Be aware of the
complex, potentially contentious and highly sensitive environment in which
the Executive Directors operate to ensure the effective and appropriate use
of their time through prioritising appointments, dealing with correspondence
and dealing with staff, both internal and external.
-
Develop and
maintain close collaboration and co-operation with the wider Executive Team,
working at all times to achieve set standards.
-
Ensure all
communication is dealt with in a timely, efficient manner and that deadlines
are met, taking action, where appropriate, in the absence of the Executive
Directors.
-
Produce correspondence,
reports, and other documents to a high standard and with due respect for
confidentiality and corporate style being highly proficient with the
Microsoft suite of products.
Key Responsibilities
Analytical and Practical Judgement
-
Provide and receive, sensitive
and contentious information/complex facts which require the analysis,
interpretation and comparison of a range of options and make judgements based
on the information/facts.
-
Deal with sometimes complex
enquiries from a wide range of organisations and individuals in a
professional and sensitive manner, ensuring confidentiality at all
times. On occasions this may involve
handling a caller who is upset or aggressive.
-
Undertake/support specific
project and ad hoc work on behalf of the Executive Directors and/or the
Executive Assistant as required.
Planning and Organisation
-
Manage the Executive Directors diaries,
coordinating and prioritising appointments, highlighting changing priorities,
emphasising areas of concern/potential conflict and ensuring that there is
effective communication to all relevant parties and to make all necessary
arrangements, including travel.
-
Maintain an awareness of ongoing
issues in order to be able to tie up correspondence appropriately, chasing up
actions and giving position statements prior to meetings taking place.
-
Manage all incoming and outgoing
mail on behalf of the Executive Directors.
To distribute mail for action, prepare draft responses, follow up
action and make a record of any actions taken.
-
To review and where appropriate,
action all incoming email on behalf of the Executive Directors in a timely
manner.
-
To 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 CityCares governance
processes.
-
Maintain efficient forward
planning and follow up systems, ensuring that responses are received, and
deadlines met.
-
Drafting presentations.
-
Provide cover for colleagues
during periods of absence and annual leave.
-
Ensure the Executive Directors are
fully briefed on events and scenarios as they arise, determining the priority
of the issues and obtaining and collating the information needed to enable
them to make informed decisions.
Policy and Service Development
-
Propose changes to own work to
ensure it aligns to the work of Executive Directors for the enhancement of
service delivery.
Financial and Physical Resources
-
Ensure that levels of
stationery/office supplies are maintained in order that the office can run
smoothly at all times.
Human Resources
-
Ensure that HR and pay related
processes and schedules are followed at all times. This includes the notification of staff
changes, leavers and absence information for the Executive Directors teams.
-
Work closely with the immediate team
and others to contribute to the continuous development of working methods and
standards.
- Information Systems
-
Ensure that all documentation
(manual and digital) is efficiently and effectively dealt with including
operating a forward planning system.
-
Maintain and continually
contribute to the development of office systems and procedures to ensure
efficient and effective support.
-
Take and transcribe formal
meeting minutes and update the electronic meeting record system.
-
Develop and maintain
comprehensive filing systems, both paper and electronic, ensuring efficient
and effective retrieval of documents, and systems that are catalogued and
accessible.
Other Role Specific Duties
-
To work flexibly, including
occasional instances of work prior to the start of the day or after the end
of the normal working day if required
-
Able to work at other locations if
required.
-
Conduct any other reasonable
duties commensurate with the role and requested by an Executive Director.
-
Demonstrate the values and
behaviours of the organisation at all times.
-
Act as an ambassador for
Nottingham CityCare Partnership at all times.
Learning and Development
-
Attend statutory and essential
training updates as required.
-
Undertake training as necessary
in line with the development of the post and as agreed with the Executive
Assistant/Corporate Office Manager as part of the personal development
process.
-
Identify own learning needs and
jointly plan training requirements.
-
Participate in CityCares
appraisal process to discuss how your role will help deliver the best
possible care to our patients.
Person Specification
Qualifications
Essential
- Degree or equivalent experience relevant to this post.
Desirable
- PA/EA Diploma.
- NVQ Level 3 in Business and Administration or similar.
Skills & 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 and work effectively with a wide range of staff at all levels of seniority.
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
- Excellent organisational abilities and attention to detail.
- Ability to provide and receive sensitive or sometimes contentious information.
- Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
- Ability to motivate and influence others.
- Ability to understand complex information and present this clearly and concisely both in verbal and written format.
- Ability to work under pressure and meet deadlines.
- Work proactively with a high degree of autonomy and on own initiative
- Proficient in the use of the Microsoft suite of products.
- Excellent minute taking skills.
- Strong team player, able to be flexible and supportive across the team
Experience
Essential
- 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.
- Experience of planning and organising important meetings, events and diaries
Desirable
- Experience of working in a similar role in healthcare.
- Project management.
- Experience working as a PA
Person Specification
Qualifications
Essential
- Degree or equivalent experience relevant to this post.
Desirable
- PA/EA Diploma.
- NVQ Level 3 in Business and Administration or similar.
Skills & 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 and work effectively with a wide range of staff at all levels of seniority.
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
- Excellent organisational abilities and attention to detail.
- Ability to provide and receive sensitive or sometimes contentious information.
- Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
- Ability to motivate and influence others.
- Ability to understand complex information and present this clearly and concisely both in verbal and written format.
- Ability to work under pressure and meet deadlines.
- Work proactively with a high degree of autonomy and on own initiative
- Proficient in the use of the Microsoft suite of products.
- Excellent minute taking skills.
- Strong team player, able to be flexible and supportive across the team
Experience
Essential
- 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.
- Experience of planning and organising important meetings, events and diaries
Desirable
- Experience of working in a similar role in healthcare.
- Project management.
- Experience working as a PA
