Personal Assistant / Team Admin

NHS Coventry & Warwickshire Integrated Care Board

This job is now closed

Job summary

An opportunity has arisen for a Personal Assistant / Team Administrator at Coventry and Warwickshire Integrated Care Board. This is a hybrid working post and the successful candidate will be expected to spend at least one day a week in the office.

We are looking for an experienced, self-motivated, organised, innovative individual to join our team, who has exceptional organisational skills, with close attention to detail. We seek someone with good communication skills and the ability to challenge in a supportive way.

Please refer to the Job description and the Person Specification for details of the role and the skills, qualifications and experience required. Expected start date of June/July 2024.

The interview will include an administration / typing test.

Main duties of the job

1. To act as a Personal Assistant / Administrator and provide comprehensive support to the team and Executive Assistant. This includes diary management, audio typing, producing agendas, letters, reports, arranging meetings and producing accurate minutes, compiling spreadsheets, and chasing up action points from meetings.

2. To arrange appointments, meetings and workshops, book rooms and refreshments as and when required, dealing with all the practical arrangements, layouts, audio visual requirements and setting up equipment etc.

3. To undertake administrative work for meetings as required. This involves attendance at meetings to take notes, production of accurate minutes and ensuring that all paperwork is prepared and distributed prior to each meeting.

4. To prepare agendas and reports as required, ensuring correct format and accuracy. Keeping up to date records of action logs and ensuring that the necessary information is passed to those concerned.

About us

We aim to be a great place to work and have many initiatives in place to support staff. In line with the Equality Act 2010, our organisation has an Equality, Diversity & Inclusion Group which meets monthly and has representation from a wide range of staff groups and supports a fairer and more diverse workplace for everyone.

The ICB has a Wellbeing Warriors group which has recently received Bronze level accreditation for Thrive at work and is working towards Silver accreditation. The Wellbeing warriors focus on physical, mental, and emotional health of all staff providing tips, resources and webinars to support and educate staff from senior management to administrators about their wellbeing.

Date posted

17 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro rata per annum

Contract

Fixed term

Duration

12 months

Working pattern

Part-time, Flexible working, Home or remote working

Reference number

105-6178861-A

Job locations

Shire Hall

Market Street, Warwick

Warwick, Coventry

CV34 4DE

Job description

Job responsibilities

To deal with incoming and outgoing mail passed from Reception, sort and distribute accordingly.
To act as first point of contact for visitors and callers for the team, dealing with all incoming queries, answering enquiries where appropriate using own discretion, taking messages and redirecting accordingly ensuring an efficient and professional approach.
To monitor and support the progress of any assigned tasks for your team on minutes or meeting trackers to ensure that they are responded to by the specified deadline.
To assist with the production and presentation of corporate audio visual presentations when required.
To effectively assist in managing aspects of the recruitment and selection process for the department ensuring the correct HR procedures/guidelines are adhered to. This involves arranging interview dates for candidates based on diary availability, liaison with members of the interview panel, co-ordination of interviews on the day, prepare all documentation for staff induction and participate in the induction part of admin paperwork for all new employees, together with the creation, maintenance and secure storage of all personal files alongside our Estates team.

Job description

Job responsibilities

To deal with incoming and outgoing mail passed from Reception, sort and distribute accordingly.
To act as first point of contact for visitors and callers for the team, dealing with all incoming queries, answering enquiries where appropriate using own discretion, taking messages and redirecting accordingly ensuring an efficient and professional approach.
To monitor and support the progress of any assigned tasks for your team on minutes or meeting trackers to ensure that they are responded to by the specified deadline.
To assist with the production and presentation of corporate audio visual presentations when required.
To effectively assist in managing aspects of the recruitment and selection process for the department ensuring the correct HR procedures/guidelines are adhered to. This involves arranging interview dates for candidates based on diary availability, liaison with members of the interview panel, co-ordination of interviews on the day, prepare all documentation for staff induction and participate in the induction part of admin paperwork for all new employees, together with the creation, maintenance and secure storage of all personal files alongside our Estates team.

Person Specification

Knowledge and Experience

Essential

Educated to NVQ Level 3 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.
Good working knowledge of MS Office applications such as Outlook, Word, Excel, Power-point and Access
Understanding of Confidentiality and Data Protection Act.

Desirable

NVQ Level 4
Knowledge of NHS issues.

Person Specification

Knowledge and Experience

Essential

Educated to NVQ Level 3 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.
Good working knowledge of MS Office applications such as Outlook, Word, Excel, Power-point and Access
Understanding of Confidentiality and Data Protection Act.

Desirable

NVQ Level 4
Knowledge of NHS issues.

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 Coventry & Warwickshire Integrated Care Board

Address

Shire Hall

Market Street, Warwick

Warwick, Coventry

CV34 4DE

Employer's website

https://www.happyhealthylives.uk/integrated-care-board/ (Opens in a new tab)

Employer details

Employer name

NHS Coventry & Warwickshire Integrated Care Board

Address

Shire Hall

Market Street, Warwick

Warwick, Coventry

CV34 4DE

Employer's website

https://www.happyhealthylives.uk/integrated-care-board/ (Opens in a new tab)

For questions about the job, contact:

Executive Assistant

Vicki Vernon

Vicki.Vernon@nhs.net

Date posted

17 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pro rata per annum

Contract

Fixed term

Duration

12 months

Working pattern

Part-time, Flexible working, Home or remote working

Reference number

105-6178861-A

Job locations

Shire Hall

Market Street, Warwick

Warwick, Coventry

CV34 4DE

Supporting documents

Privacy notice

NHS Coventry & Warwickshire Integrated Care Board's privacy notice (opens in a new tab)