Job summary
Are you interested in a career in the NHS? Do you have strong administrative and organisational skills with Personal Assistant (PA) experience? If yes, we would love to meet you! We are looking for a creative, dynamic individual, who has significant previous experience of working at a senior Personal Assistant level and is able to bring knowledge, skills, and experience to support the Director of Finance and Finance Team.
You will be highly organised, practical, reliable, and efficient and will have a flexible approach to the role, working on your own initiative as well as working effectively as part of a wider administrative team. Duties will include proactive forward planning, fielding emails and telephone calls, diary management, Committee management (agenda setting, minute taking, follow-up etc), and typing of reports/presentations for Committees/Board level meetings as well as administration in relation to key financial processes. You will be responsible for a portfolio of meetings.
You will be based at the Wellington Civic Offices, Wellington, although currently there is the ability to work from home as part of the Agile Working Policy.
For further information about the role please contact Cynthia Fearon (cynthia.fearon@nhs.net).
Closing Date: 23rd October 2024
Interview Date: 7th November 2024
Main duties of the job
The postholder will be a highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services to a designated Director(s), including, for example, the preparation of agendas and minutes, taking appropriate follow-up action as required.
The postholder will provide flexible support to the successful delivery of all aspects of the Director's portfolio and to the needs of the service.
The postholder will support the Directorate with the management of projects, gathering information and undertaking enquires as and when is necessary for the Directors or teams within the Directorate.
About us
The postholder will be required to establish constructive relationships with the following:
Internal:
Chief Executive and Chair
Executive Directors/Directors
Appointed Members of the Board
Senior Managers
Directorate team
External:
Senior managers and clinicians from -
NHS Trusts & NHS Foundation Trusts
NHS England/ Improvement
Relevant national policy leads
Local Government
Sustainability and Transformation/ Integrated Care System partners
Job description
Job responsibilities
To provide specialist secretarial/administration support and advice to the nominated Directors and Directorate teams.
To manage the electronic diary for the Directors, including arranging and changing appointments, prioritising these as appropriate.
To prepare agendas, collate relevant documentation and take minutes and distributing notes of formal meetings, including sub committees, operational groups, working groups and partnership forums, including typing-up of group discussions and interviews, as necessary.
organise and plan events as necessary and support the development and publication of information material, sourcing venues and ensuring that they come within a stated cost envelope.
To undertake administrative duties such as photocopying, scanning and mail-out distributions.
To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
To act as a point of contact for Director/Deputy Director and/or Directorate team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
Job description
Job responsibilities
To provide specialist secretarial/administration support and advice to the nominated Directors and Directorate teams.
To manage the electronic diary for the Directors, including arranging and changing appointments, prioritising these as appropriate.
To prepare agendas, collate relevant documentation and take minutes and distributing notes of formal meetings, including sub committees, operational groups, working groups and partnership forums, including typing-up of group discussions and interviews, as necessary.
organise and plan events as necessary and support the development and publication of information material, sourcing venues and ensuring that they come within a stated cost envelope.
To undertake administrative duties such as photocopying, scanning and mail-out distributions.
To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
To act as a point of contact for Director/Deputy Director and/or Directorate team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
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.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- Understanding of Confidentiality and Data Protection Act.
Desirable
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
- Minute taking
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.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Other
Essential
- Ability to work under pressure in a busy working environment and able to multi-task.
- An ability to maintain confidentiality and trust.
- Professional, calm and efficient manner.
- Positive and flexible approach to work.
- Effective team working.
- Problem solving skills and ability to respond to sudden unexpected demands,
- Ability to work flexibly across the geographical area of Shropshire and Telford and Wrekin.
- Able to be flexible on working hours - different/extra in cases of emergency.
Desirable
- Commitment to continuing professional development.
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.
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
- Understanding of Confidentiality and Data Protection Act.
Desirable
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
- Minute taking
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.
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships.
Other
Essential
- Ability to work under pressure in a busy working environment and able to multi-task.
- An ability to maintain confidentiality and trust.
- Professional, calm and efficient manner.
- Positive and flexible approach to work.
- Effective team working.
- Problem solving skills and ability to respond to sudden unexpected demands,
- Ability to work flexibly across the geographical area of Shropshire and Telford and Wrekin.
- Able to be flexible on working hours - different/extra in cases of emergency.
Desirable
- Commitment to continuing professional development.
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.
