Job summary
An exciting opportunity has arisen for a Secretary/Administrator to join our team, supporting Senior Managers at East Coast Community Healthcare. Acting as the first point of contact the post-holder will be confident in engaging with senior stakeholders, both internally and externally to East Coast Community Healthcare including Commissioners and representatives from other organisations. To provide comprehensive support to the Associate Directors ensuring effective use of their time and providing administrative support to their Direct Reports.
The role includes a broad range of administrative duties, as such the post-holder must be proficient at using MS Office 365, experienced at minute taking, be able to organise complex diaries and be confident in managing correspondence and developing reports. The successful applicant will be comfortable taking minutes, good communicator, have excellent organisational skills and have the ability to work independently using their own initiative.
The role will be challenging, interesting and hugely varied and the ideal candidate will have a strong team work ethic and sense of accountability, confidentiality and professionalism, accompanied by the ability to work well under pressure and manage multiple tasks simultaneously.
Main duties of the job
Acting as Secretary/Administrator to ECCH senior managers you will be required to offer both a comprehensive and efficient secretarial/administrative support which will also includes minute taking at various team meetings either face to face or via teams.
The role includes a broad range of administrative duties, as such the post-holder must be proficient at using MS Office 365, experienced at minute taking or able to demonstrate skill to take minutes, be able to organise complex diaries and be confident in managing correspondence and developing reports.
You will report directly to the PA to Executive Director of Operations & Operational Lead for LAC & Supporting Services as required and therefore will be required to provide assistance and cover as and when required.
The successful applicant will be a good communicator and have the ability to work independently using their own initiative.
Interested candidates are encouraged to contact Catherine Freeman (Catherine.Freeman@ecchcic.nhs.uk) to find out more about the role.
About us
ECCH is well established health care provider and has been successfully delivering NHS care within the community since 2011. We provide a range of NHS, community health and social care services predominantly across the easterly region of the Norfolk/Suffolk borders.
We are aligned to NHS terms and conditions, and offer many employee benefits, to find out more about us visit our website - www.ecch.org. We are a social enterprise and staff owned organisation which means staff can opt to be shareholders and have a real say in how ECCH is run and evolves to deliver healthcare for the future.
At the heart of our ambition, we work in partnership with and for the community to become the provider and employer of choice for community healthcare.
We encourage you to apply as early as possible as this job may close earlier than the advertised closing date once enough applications have been received.
Job description
Job responsibilities
To
manage and maintain up-to-date electronic diaries liaising with a wide range of
people both internally and externally, to evaluate the most efficient use of
time in the face of conflicting priorities and changing deadlines.
To
undertake a range of administrative duties which will include taking minutes/recording
actions at various meetings, action logs with supporting papers; preparing and
distributing reports, agendas, and associated documents, accurately and to
deadlines.
To
demonstrate a high level of discretion and confidentiality.
To
co-ordinate travel and accommodation as and when required for meetings, events
etc.
To
participate in the staff appraisal scheme and Personal Development Programme
All
roles within East Coast Community Healthcare CIC (ECCH) require staff to
demonstrate our Values and Signature Behaviours in the care and service they
provide to patients, service users, stakeholders and colleagues. All members of
staff should consider these as an essential part of their job role.
Our Values
outline the core behaviours that we can all achieve and are summarised as an
acronym within the word CARE.
These stand for: Compassion, Action, Respect and Everyone.
Underpinning
our Values are our Signature Behaviours which highlight by taking the right
actions we continue to build a strong culture.
Our four Signature Behaviours are: Compassion - We Listen, We Learn, We
Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Job description
Job responsibilities
To
manage and maintain up-to-date electronic diaries liaising with a wide range of
people both internally and externally, to evaluate the most efficient use of
time in the face of conflicting priorities and changing deadlines.
To
undertake a range of administrative duties which will include taking minutes/recording
actions at various meetings, action logs with supporting papers; preparing and
distributing reports, agendas, and associated documents, accurately and to
deadlines.
To
demonstrate a high level of discretion and confidentiality.
To
co-ordinate travel and accommodation as and when required for meetings, events
etc.
To
participate in the staff appraisal scheme and Personal Development Programme
All
roles within East Coast Community Healthcare CIC (ECCH) require staff to
demonstrate our Values and Signature Behaviours in the care and service they
provide to patients, service users, stakeholders and colleagues. All members of
staff should consider these as an essential part of their job role.
Our Values
outline the core behaviours that we can all achieve and are summarised as an
acronym within the word CARE.
These stand for: Compassion, Action, Respect and Everyone.
Underpinning
our Values are our Signature Behaviours which highlight by taking the right
actions we continue to build a strong culture.
Our four Signature Behaviours are: Compassion - We Listen, We Learn, We
Lead| Action - My
Accountability, My Responsibility | Respect - Respect
Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent (or working towards)
- GCSE or equivalent in English and Maths
Desirable
- Secretarial qualification or equivalent experience
Experience
Essential
- Previous secretarial/administrative experience.
- Previous experience of co-ordinating multiple streams of work or activity using a mixture of mediums.
- Previous experience of managing conflicting demands.
- Previous experience of minute taking or ability to demonstrate skill to take minutes.
Skills and Knowledge
Essential
- To support the smooth running of various meetings, including taking minutes/ recording actions.
- Proficient in the use of all Microsoft packages, including extensive knowledge in the use of Outlook and MS teams.
- Superb written and verbal communication skills.
- Good organisational skills.
- Ability to prioritise work.
- Able to adopt a diplomatic approach.
- Problem solving.
- Able to adapt to change.
Personal Attributes
Essential
- Physical / mental capacity to concentrate for long periods. Physical and mental capacity to deal with frequent interruptions and working on own initiative.
- Able to operate in a group environment with complex interactions.
- Excellent planning and organisational skills and able to work under pressure to tight deadlines, self-motivated with the ability to see a job through to completion and able to plan/prioritise own workload.
- Professional and discreet.
- Able to deal with difficult conversations and conflict management
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
Person Specification
Qualifications
Essential
- NVQ Level 3 or equivalent (or working towards)
- GCSE or equivalent in English and Maths
Desirable
- Secretarial qualification or equivalent experience
Experience
Essential
- Previous secretarial/administrative experience.
- Previous experience of co-ordinating multiple streams of work or activity using a mixture of mediums.
- Previous experience of managing conflicting demands.
- Previous experience of minute taking or ability to demonstrate skill to take minutes.
Skills and Knowledge
Essential
- To support the smooth running of various meetings, including taking minutes/ recording actions.
- Proficient in the use of all Microsoft packages, including extensive knowledge in the use of Outlook and MS teams.
- Superb written and verbal communication skills.
- Good organisational skills.
- Ability to prioritise work.
- Able to adopt a diplomatic approach.
- Problem solving.
- Able to adapt to change.
Personal Attributes
Essential
- Physical / mental capacity to concentrate for long periods. Physical and mental capacity to deal with frequent interruptions and working on own initiative.
- Able to operate in a group environment with complex interactions.
- Excellent planning and organisational skills and able to work under pressure to tight deadlines, self-motivated with the ability to see a job through to completion and able to plan/prioritise own workload.
- Professional and discreet.
- Able to deal with difficult conversations and conflict management
- Ability to embrace our Culture, Values and Signature Behaviours:
- (Compassion - We Listen, We Learn, We Lead| Action - My Accountability, My Responsibility | Respect - Respect Our Resources: People, Time and Money | Everyone - Work Together, Achieve Together).
- Willingness and ability to work across different sites and travel to alternative sites and across the community as required.
