Job summary
An exciting opportunity has arisen within the Strategic Estates team for a fixed term Team PA. This is a newly created position within the organisation, reporting directly to the Estates and Infrastructure Support Manager. The purpose of the role is to provide administrative and PA support to the Estates portfolio and will involve coordinating a wide range of activities to meet population and service needs.
Main duties of the job
The Team PA will be responsible for supporting areas of business to include the development of the estates and infrastructure agenda and undertaking administrative and PA work within workstreams to ensure proper planning and delivery. The role will include coordination of the day to day running of the team such as diary management, meeting arrangements and coordinating responses to information requests and both internal and public queries. The post-holder will be administering the production of business cases, strategy and business reports for areas identified as needing investment. The ideal post holder must be able to work effectively in an autonomous manner as well as within a team and will have established organisation and communication skills. Whilst direct experience of estates projects is not essential, the Team PA will have experience of providing admin and PA support to complex projects and be able to demonstrate a history of furthering organisational interests.
This is a full time, fixed term post for 12 to 18 months.
For an informal discussion about the post, please contact Adele Laing on 07918 988493
Please be aware that we are currently undergoing an organisational restructure and the new operating model is under development. As such we cannot, at this time, guarantee which roles within the organisation will be affected. We are anticipating that any changes will be implemented from spring 2024.
About us
We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.
Job description
Job responsibilities
1 Job Purpose
The Post holder will provide an effective and efficient PA support to the Strategic Estates Team act as a single point of contact for the team.
The Strategic Estates Team currently has 3 members, the Head of Strategic Estates, the Estates and Infrastructure Support Manager, and the Estates Project Coordinator.
The teams responsibilities include:
- Oversight of estates related ICB held system assets, both physical and financial
- Supporting ICB teams with advice and guidance as estates subject matter experts
- Development of system level estate strategies & business cases
2 Main Duties and Responsibilities
The main duties and responsibilities of the Team PA will include:
- To co-ordinate and provide a confidential, comprehensive secretarial and administrative support service to the team.
- To support the effective running of the Strategic Estates Team, its programme of work, systems and processes.
- To work on own initiative with limited supervision when required.
- To organise internal and external meetings, events, seminars, and workshops, including arrangement of venue, production and distribution of agendas / papers, liaison with participants and the production and circulation of proficient formal minutes and progressing actions.
- Provide high quality project, service, initiative and administrative support including information and analysis.
- To monitor all leave and absences for the team including annual, special leave and sickness absence and ensure compliance with ICB policies and procedures.
- The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out any other duties as may reasonably be required by their line
3 Key Working Relationships and Communications
- The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders and to provide relevant assistance to all who make contact with the team (e.g. NHS England, Other NHS organisations, non-NHS organisations, patients, clinicians, members of the public, MPs, Local Medical Committee, Clinical Support Services etc).
- Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to strategic
- Work with members of the Team to continue developing and documenting the processes for delivering the Strategic Estates portfolio of work across BNSSG.
- Communicate information and issues, including briefings and reports to NHS organisations, non-NHS organisations, patients, clinicians, members of the public, MPs, Local Medical Committee, Clinical Support Services and Executive/Non-Executive Directors as
- Maintain appropriate communication with all ICB stakeholders ensuring they are appropriately involved with the business of the ICB, maintaining registers and links.
- Dealing with general enquiries and correspondence via telephone and email. Including making and receiving telephone calls on behalf of the team and ensure accurate timely messages are delivered to team members.
- Act as a conduit for dissemination of information.
4 Functional Responsibilities 4.1 Information Management - Provide a full and accurate day-to-day administrative service (diary management, organise meetings etc.) for members of the team. Ensure follow up action is undertaken to meet
- Manage the nominated heads of service and Strategic Estates Team programme emails and responding to mail or forwarding to others for action as
- Maintain an up-to-date filing system to ensure efficient management of documentation for the
- Develop and maintain databases required by the needs of the
- Maintain administrative and information
- Have a thorough knowledge and ensure adherence to the full range of policies / procedures and guidelines relevant to the
- Manage the oversight of the joint email in-box system for incoming and outgoing emails.
4.2 Project Management
- Contribute to effective information management within the team.
- Participate in relevant internal and external working groups/projects to provide information/analyst advice and support and to maintain data collection systems for its effective use by the team.
- Analyse and report on data and monitor the processing of data and
- Provides information to project lead on project and statistical information
- Draft project progress reports, highlight reports and presentations on key project information.
4.3 Financial and Physical Resources - Authorise appropriate invoices and coding them, and signing for goods received for payment by the Finance
- Contribute to the financial delivery of the agreed portfolio ensuring it is delivered on
4.4 Staff Management - Provide training, advice and support on own area of
- Support training and induction of new and existing
- Participate in the recruitment process of support
5 Operational Responsibilities 5.1 Planning and Organisation:
- Support implementation of project, service, initiative through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the
- Deliver against agreed objectives, achieving quality
- Prepare materials/documentation for relevant meetings, making the necessary arrangements for those meetings, including room bookings, catering and minuting meetings.
- Ensuring timely production of minutes and supporting documentation and any follow up
- Provide full secretarial support for meetings / working groups committees as appropriate, including minute taking and support with cover arrangements for minuting meetings where gaps in the team arise.
- Prioritise day-to-day activities taking into account any specific requirements of the team as and when
- Ensure all necessary documentation is brought forward for 121, meetings with relevant information.
5.2 Policy and Service Development: - Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management.
- Contribute to the development of new projects as and when required
Job description
Job responsibilities
1 Job Purpose
The Post holder will provide an effective and efficient PA support to the Strategic Estates Team act as a single point of contact for the team.
The Strategic Estates Team currently has 3 members, the Head of Strategic Estates, the Estates and Infrastructure Support Manager, and the Estates Project Coordinator.
The teams responsibilities include:
- Oversight of estates related ICB held system assets, both physical and financial
- Supporting ICB teams with advice and guidance as estates subject matter experts
- Development of system level estate strategies & business cases
2 Main Duties and Responsibilities
The main duties and responsibilities of the Team PA will include:
- To co-ordinate and provide a confidential, comprehensive secretarial and administrative support service to the team.
- To support the effective running of the Strategic Estates Team, its programme of work, systems and processes.
- To work on own initiative with limited supervision when required.
- To organise internal and external meetings, events, seminars, and workshops, including arrangement of venue, production and distribution of agendas / papers, liaison with participants and the production and circulation of proficient formal minutes and progressing actions.
- Provide high quality project, service, initiative and administrative support including information and analysis.
- To monitor all leave and absences for the team including annual, special leave and sickness absence and ensure compliance with ICB policies and procedures.
- The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The post holder will carry out any other duties as may reasonably be required by their line
3 Key Working Relationships and Communications
- The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders and to provide relevant assistance to all who make contact with the team (e.g. NHS England, Other NHS organisations, non-NHS organisations, patients, clinicians, members of the public, MPs, Local Medical Committee, Clinical Support Services etc).
- Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to strategic
- Work with members of the Team to continue developing and documenting the processes for delivering the Strategic Estates portfolio of work across BNSSG.
- Communicate information and issues, including briefings and reports to NHS organisations, non-NHS organisations, patients, clinicians, members of the public, MPs, Local Medical Committee, Clinical Support Services and Executive/Non-Executive Directors as
- Maintain appropriate communication with all ICB stakeholders ensuring they are appropriately involved with the business of the ICB, maintaining registers and links.
- Dealing with general enquiries and correspondence via telephone and email. Including making and receiving telephone calls on behalf of the team and ensure accurate timely messages are delivered to team members.
- Act as a conduit for dissemination of information.
4 Functional Responsibilities 4.1 Information Management - Provide a full and accurate day-to-day administrative service (diary management, organise meetings etc.) for members of the team. Ensure follow up action is undertaken to meet
- Manage the nominated heads of service and Strategic Estates Team programme emails and responding to mail or forwarding to others for action as
- Maintain an up-to-date filing system to ensure efficient management of documentation for the
- Develop and maintain databases required by the needs of the
- Maintain administrative and information
- Have a thorough knowledge and ensure adherence to the full range of policies / procedures and guidelines relevant to the
- Manage the oversight of the joint email in-box system for incoming and outgoing emails.
4.2 Project Management
- Contribute to effective information management within the team.
- Participate in relevant internal and external working groups/projects to provide information/analyst advice and support and to maintain data collection systems for its effective use by the team.
- Analyse and report on data and monitor the processing of data and
- Provides information to project lead on project and statistical information
- Draft project progress reports, highlight reports and presentations on key project information.
4.3 Financial and Physical Resources - Authorise appropriate invoices and coding them, and signing for goods received for payment by the Finance
- Contribute to the financial delivery of the agreed portfolio ensuring it is delivered on
4.4 Staff Management - Provide training, advice and support on own area of
- Support training and induction of new and existing
- Participate in the recruitment process of support
5 Operational Responsibilities 5.1 Planning and Organisation:
- Support implementation of project, service, initiative through timely and relevant information analysis and administrative support, in accordance with the agreed priorities of the
- Deliver against agreed objectives, achieving quality
- Prepare materials/documentation for relevant meetings, making the necessary arrangements for those meetings, including room bookings, catering and minuting meetings.
- Ensuring timely production of minutes and supporting documentation and any follow up
- Provide full secretarial support for meetings / working groups committees as appropriate, including minute taking and support with cover arrangements for minuting meetings where gaps in the team arise.
- Prioritise day-to-day activities taking into account any specific requirements of the team as and when
- Ensure all necessary documentation is brought forward for 121, meetings with relevant information.
5.2 Policy and Service Development: - Contribute to the review and development of existing project information management systems and contribute to the development of an integrated approach to project management.
- Contribute to the development of new projects as and when required
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Excellent knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint, Webex and Access.
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of the public sector
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good
- working relationships
Autonomy
Essential
- Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Other
Essential
- An ability to maintain confidentiality and trust
- Professional, calm and efficient manner
- Commitment to continuing professional development
- Positive and flexible approach to work
Person Specification
Knowledge, Training and Experience
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
- Significant administrative/ secretarial experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Excellent knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint, Webex and Access.
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of the public sector
Communication skills
Essential
- Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users
- Ability to work under pressure in a busy working environment and able to multi-task
- Effective team working
Desirable
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good
- working relationships
Autonomy
Essential
- Ability to work without supervision Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
Other
Essential
- An ability to maintain confidentiality and trust
- Professional, calm and efficient manner
- Commitment to continuing professional development
- Positive and flexible approach to work
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.
Employer details
Employer name
NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board
Address
360 Bristol
Three Six Zero, Marlborough Street, Bristol
Bristol
BS1 3NX
Employer's website
https://bnssg.icb.nhs.uk/ (Opens in a new tab)
