Job summary
There is an opportunity for an enthusiastic,
professional and experienced personal assistant within the CityCare Corporate
PA Team.
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.
You will have 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. 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 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
will be required to work at other locations.
Main duties of the job
- Manage
the Executive Directors diaries, 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
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.
-
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 collating the
information needed to enable them to make informed decisions.
- 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.
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.
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 Human Resources 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 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 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
Experience
Essential
- Recent substantial experience of working as a PA at Director/Senior Manager level.
- 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.
Desirable
- Experience of working in a similar role in healthcare.
- Project management.
Qualifications
Essential
- Degree or equivalent experience relevant to this post.
Desirable
- PA/EA Diploma.
- NVQ Level 3 in Business and Administration or similar.
Knowledge and Skills
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.
Special Requirements
Essential
- Ability to be flexible to meet the needs of the service, on an as and when required basis.
Person Specification
Experience
Essential
- Recent substantial experience of working as a PA at Director/Senior Manager level.
- 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.
Desirable
- Experience of working in a similar role in healthcare.
- Project management.
Qualifications
Essential
- Degree or equivalent experience relevant to this post.
Desirable
- PA/EA Diploma.
- NVQ Level 3 in Business and Administration or similar.
Knowledge and Skills
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.
Special Requirements
Essential
- Ability to be flexible to meet the needs of the service, on an as and when required basis.
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.
