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 and experienced Personal
Assistant within the CityCare Corporate PA Team.
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 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 will be times when you
will be required to work at other locations.
Main duties of the job
-
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.
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 Line 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 Line 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
Specific Requirements
Essential
- Ability to be flexible to meet the needs of the service, on an as and when required basis
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.
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
Person Specification
Specific Requirements
Essential
- Ability to be flexible to meet the needs of the service, on an as and when required basis
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.
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
