Job summary
An opportunity has arisen
for an experienced, skilled and efficient Personal Assistant to provide a first
class effective PA service to the Associate Director for Safeguarding and Partnerships and newly appointed Head of Safeguarding to enable them to carry out their
operational and managerial duties, ensuring effective organisation of their
time.
The successful applicant
will be highly motivated and enthusiastic with previous experience of working
in a demanding and challenging administrative role. You will have the ability
to be flexible, possess excellent organisational and communication skills, and
be proficient with Microsoft Office application systems, including Microsoft Teams.
The ability to prioritise
constantly changing workloads is a must, as is the need to act on your own
initiative. The role will involve undertaking a wide range of tasks including
full inbox and diary management, minute taking, maintenance of action/project
trackers and co-ordination of reports, presentations and other correspondence.
Main duties of the job
- Diary Management
- Planning of meetings/agendas/minute taking
- Management of documents/databases within the shared area
- Represent the ICB Safeguarding Team as a single point of contact with internal and external stakeholders
- Format documents and letters as required.
- Excellent communication skills written and verbal
- Use the full Microsoft suite to support smooth and efficient running of the safeguarding team.
- Be familiar with and fully compliant with all GDPR requirements
About us
The Black Country Integrated Care Board (ICB) is a statutory NHS
organisation responsible for developing a plan for meeting the health needs of
1.26 million people in the Black Country. We manage the NHS budget for Dudley, Sandwell, Walsall and Wolverhampton and are
responsible for planning and buying Primary Medical Services (GPs), dental,
optometry and pharmacy services.
We are part of the Black Country Integrated Care System (ICS),
known as Healthier Futures, which is a partnership of organisations working
together to bring health and social care services closer together for the good
of our communities. We support the ICS vision for a healthier place with
healthier people and healthier futures.
The ICB has five core values that underpin the
way we work and help to guide our actions and the decisions we make for local
people and communities. These are compassion, inclusivity, integrity,
fairness and trust.
We are an equal opportunities employer who actively supports and
encourages increasing the diversity of our employees, and welcome applications
from people with transferable skills gained through experience across the full
range of health and social care settings.
We are also a bronze award holder under the Defence Employer
Recognition Scheme (ERS). The ERS recognises commitment and support from UK
employers for defence personnel.
Note: in case of fraudulent activity please ensure you check the sender which will be from bcicb.recruitment.workforce@nhs.net
Job description
Job responsibilities
- Provide a full Personal Assistant service to the
Associate Director for Safeguarding & Partnerships and Head of Safeguarding
to ensure that the right focus is placed on priorities
- Responsibility for inbox management, including
monitoring and organising emails.
- Responsibility for diary management including
compilation, coordination and prioritisation of appointments and developing
appropriate measures to ensure the best use of the Associate Director for
Safeguarding & Partnerships and Head of Safeguarding time.
- Manage and maintain effective bring-forward systems
for the correspondence and actions, ensuring deadlines are tracked as
appropriate.
- Minute taking and maintenance of action trackers,
producing reports, presentations and meeting papers to an excellent standard
and circulating these in a timely manner in advance of and following meetings
as appropriate.
- Collate and prepare information, documentation and
correspondence on behalf of Associate Director for Safeguarding &
Partnerships and Head of Safeguarding for a range of audiences both internally
and externally.
- Progress chase completion of actions by others on behalf
of Associate Director for Safeguarding & Partnerships & the Head of
Safeguarding
- Appropriately manage all correspondence replying to
emails, letters, requests and memorandums as required.
- Appropriately manage telephone calls effectively and
efficiently, screening and diverting calls as needed, demonstrating an
excellent knowledge and understanding of processes across the team and
familiarity with key personnel.
- Receive visitors on behalf of the Associate Director
for Safeguarding & Partnerships and Head of Safeguarding, demonstrating
professionalism and always exhibiting the core values of the team.
- Appropriately manage telephone calls from distressed
complainants, providing assistance and proposing solutions to complex and
sensitive situations and circumstances.
- Organise and arrange functions and events on behalf of
Associate Director for Safeguarding & Partnerships and Head of Safeguarding
as necessary, including organisation of travel and accommodation as
appropriate, ensuring it is procured correctly.
- Undertake general administrative duties in support of
the Associate Director for Safeguarding & Partnerships and Head of
Safeguarding including scanning and photocopying, in addition to creating,
developing and managing databases, spread sheets, project plans & trackers
and other documents in line with the needs of the Associate Director for
Safeguarding & Partnerships and Head of Safeguarding .
- Supervise staff on a day to day basis as necessary
- Regularly review administrative processes/practices in
the relevant area and propose improvements arising from such reviews
- Provide cover for Personal Assistant colleagues across
the ICB in the event of their absence
- Provide logistic support in the event of an internal
or external major incident to support the Safeguarding Team as required,
undertaking and maintaining appropriate training including participation in
internal training exercises.
Job description
Job responsibilities
- Provide a full Personal Assistant service to the
Associate Director for Safeguarding & Partnerships and Head of Safeguarding
to ensure that the right focus is placed on priorities
- Responsibility for inbox management, including
monitoring and organising emails.
- Responsibility for diary management including
compilation, coordination and prioritisation of appointments and developing
appropriate measures to ensure the best use of the Associate Director for
Safeguarding & Partnerships and Head of Safeguarding time.
- Manage and maintain effective bring-forward systems
for the correspondence and actions, ensuring deadlines are tracked as
appropriate.
- Minute taking and maintenance of action trackers,
producing reports, presentations and meeting papers to an excellent standard
and circulating these in a timely manner in advance of and following meetings
as appropriate.
- Collate and prepare information, documentation and
correspondence on behalf of Associate Director for Safeguarding &
Partnerships and Head of Safeguarding for a range of audiences both internally
and externally.
- Progress chase completion of actions by others on behalf
of Associate Director for Safeguarding & Partnerships & the Head of
Safeguarding
- Appropriately manage all correspondence replying to
emails, letters, requests and memorandums as required.
- Appropriately manage telephone calls effectively and
efficiently, screening and diverting calls as needed, demonstrating an
excellent knowledge and understanding of processes across the team and
familiarity with key personnel.
- Receive visitors on behalf of the Associate Director
for Safeguarding & Partnerships and Head of Safeguarding, demonstrating
professionalism and always exhibiting the core values of the team.
- Appropriately manage telephone calls from distressed
complainants, providing assistance and proposing solutions to complex and
sensitive situations and circumstances.
- Organise and arrange functions and events on behalf of
Associate Director for Safeguarding & Partnerships and Head of Safeguarding
as necessary, including organisation of travel and accommodation as
appropriate, ensuring it is procured correctly.
- Undertake general administrative duties in support of
the Associate Director for Safeguarding & Partnerships and Head of
Safeguarding including scanning and photocopying, in addition to creating,
developing and managing databases, spread sheets, project plans & trackers
and other documents in line with the needs of the Associate Director for
Safeguarding & Partnerships and Head of Safeguarding .
- Supervise staff on a day to day basis as necessary
- Regularly review administrative processes/practices in
the relevant area and propose improvements arising from such reviews
- Provide cover for Personal Assistant colleagues across
the ICB in the event of their absence
- Provide logistic support in the event of an internal
or external major incident to support the Safeguarding Team as required,
undertaking and maintaining appropriate training including participation in
internal training exercises.
Person Specification
Experience
Essential
- Experience of working in a busy administrative environment, delivering a full range of administrative procedures (e.g. managing diaries, minute taking)
- Demonstrable secretarial experience
- Experience in planning and prioritising tasks effectively
- Previous NHS experience
Qualifications
Essential
- Foundation degree, NVQ Level 4 or equivalent experience
- Relevant experience/vocational qualification
- Pitman or RSA typing up to Level III or equivalent
Skills and Knowledge
Essential
- Excellent working knowledge of all Microsoft Office packages with standard keyboard skills
- Knowledge of confidentiality and data protection legislation and able to use discretion where necessary
- Excellent listening and communication skills, both written and verbal
- Demonstrable experience of using electronic environment for audit trail management.
- Ability to work independently and manage own workload
- Good judgment and the ability to communicate thoughts clearly and simply
- Positive attitude and highly self-motivated and can motivate others
- Commitment to continuous professional learning and development
- Willingness to undertake a wide range of duties as required
Person Specification
Experience
Essential
- Experience of working in a busy administrative environment, delivering a full range of administrative procedures (e.g. managing diaries, minute taking)
- Demonstrable secretarial experience
- Experience in planning and prioritising tasks effectively
- Previous NHS experience
Qualifications
Essential
- Foundation degree, NVQ Level 4 or equivalent experience
- Relevant experience/vocational qualification
- Pitman or RSA typing up to Level III or equivalent
Skills and Knowledge
Essential
- Excellent working knowledge of all Microsoft Office packages with standard keyboard skills
- Knowledge of confidentiality and data protection legislation and able to use discretion where necessary
- Excellent listening and communication skills, both written and verbal
- Demonstrable experience of using electronic environment for audit trail management.
- Ability to work independently and manage own workload
- Good judgment and the ability to communicate thoughts clearly and simply
- Positive attitude and highly self-motivated and can motivate others
- Commitment to continuous professional learning and development
- Willingness to undertake a wide range of duties as required
