Personal Assistant

NHS Shropshire, Telford and Wrekin Integrated Care Board

This job is now closed

Job summary

We are looking for an experienced PA to join our friendly Senior Leadership Management Team in Delivery Assurance and Clinical Operations.

The post holder will provide a professional, comprehensive and confidential administrative and secretarial service to support both the Head of Delivery Assurance and Head of Clinical Operations/EPRR. We are looking for a creative, dynamic individual who has significant previous experience of working at a senior Personal Assistant level. A high degree of accuracy and attention to detail is essential along with excellent organisational, communication skills and advanced Microsoft Office skills including Microsoft Teams.

Main duties of the job

The role includes organisation of office systems including maintaining correspondence logs, electronic diaries and asset management alongside minute taking, action plans and transcription of formal meetings. It is a demanding role involving analysing and dealing with complex and highly confidential issues, handing internal and external relationships and requires excellent organisational and prioritisation skills with the ability to work in an unsupervised capacity. You will have experience of working within an Administrative Team and managing committees or equivalent high-level strategy and/or governance meetings.

About us

NHS STW was established on 1 July 2022 as part of the Shropshire, Telford and Wrekin Integrated Care System (ICS) and is responsible for the strategic planning, commissioning, and monitoring of health and care services from a range of providers, to support our local population. These include GP and primary care services, hospital care, community healthcare and mental health services. We also have a duty to monitor these services to ensure they provide a high level of care and are value for money. We are clinically led and work closely with the 51 GP practices across the county.

In return, we provide a supportive environment in which to learn and develop, with the opportunity to further your skills and career within an exciting and evolving environment. Joining our inclusive and innovative team comes with a range of benefits including flexible & agile working arrangements, pension scheme and generous annual leave allowance. With our training schemes and support networks, you will be empowered to play a leading role in the future of healthcare, whatever your specialism or interest.

NHS Shropshire, Telford and Wrekin currently have an agile working policy, with a combination of working from home and office-based work. The role will require a minimum of 40% of the working week to be spent in the office at Wellington Civic Offices.

Date posted

23 July 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year pa

Contract

Permanent

Working pattern

Full-time

Reference number

942-ICB-6419770

Job locations

NHS Shropshire Telford and Wrekin

Wellington Civic Offices, Larkin Way, Tan Bank

Wellington, Telford

TF1 1LX

Job description

Job responsibilities

Key Responsibilities

To provide a comprehensive personal assistant service to the Heads of Service Improvement and Clinical Operations to deliver efficient and effective running of all office and administrative systems.

To act as a point of contact for the team, dealing with and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

To receive and filter telephone calls, recognising if the call is contentious and utilising initiative when appropriate.

To manage an effective bring forward system for the Heads of Service Improvement and Clinical Operations in relation to correspondence, meetings and email communication.

To sort and prioritise all incoming departmental postal mail and distribute accordingly.

To manage electronic diaries for the team, including arranging and changing appointments, prioritising these as appropriate.

To undertake administrative duties such as photocopying for the team.

To ensure all urgent communications are dealt with by the relevant team member and within a reasonable time frame.

To arrange, attend and produce minutes of meetings of various working groups/committees for the Heads of Service Improvement and Clinical Operations, ensuring all paperwork is prepared prior to attendance.

To obtain briefing papers for forthcoming meetings and events to ensure the team are fully briefed in advance.

To organise meetings, including canvassing for dates, arranging venues and catering. In consultation with managers, circulate agendas and prepare enclosures.

To carry out all typing of reports, papers, presentations, documents and correspondence as required, within specified timescales and distribute accordingly.

Plan ahead to ensure peaks and troughs in workload are identified and prioritise in liaison with the Heads of Service Improvement and Clinical Operations.

To support the team in project management, inputting, monitoring and collating and checking data and participating in project and department events.

To respond to any financial management queries with regards to invoices and ensure all invoices received in the department are signed in a timely manner and forwarded as appropriate.

To develop and maintain appropriate filing systems for the Heads of Service Improvement and Clinical Operations to ensure information is kept securely and is accessible to other members of the team.

To supervise administrative staff in day-to-day activities as appropriate.

To ensure flexibility, covering other administrators roles as required and work effectively across all administrative teams.

To undertake the responsibility of the Information Asset Administrator (IAA) for the department.

To oversee and process the advertisement, recruitment and induction of any staff recruited by the Heads of Service Improvement and Clinical Operations.

To provide guidance and advice on relevant policies and procedures relevant to work area.

To participate in staff development process on an annual basis, identifying and agreeing own development needs within Directorate objectives.

To maintain confidentiality at all times.

To adhere to NHS STW policies and procedures.

Undertake any other duties commensurate with the Band of the post.