Job summary
Working to support two Functional Directors you will be a key member of the Functional Director's support team and will be expected to work flexibly and pro-actively to ensure high quality PA support is provided at all times, enabling the Functional Director's to work effectively and to provide and support a positive image of the ICB.
Main duties of the job
- Plan and manage the Functional Director's diaries ensuring their time is utilised to full affect and ensuring internal and external meetings are robustly organised;
- Provide confidential and timely inbox management to their designated Functional Director.
- Provide administrative support for Committees and Sub-Committees which are within the Functional Directors remit. To include agenda setting, producing minutes which record an accurate account of the meeting, updating the action log and following up any outstanding actions.
- Supporting the team with the management of projects and gathering information.
- Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively;
- Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate;
- Produce high quality reports, presentations, letters and other correspondence on behalf of Functional Directors;
- Ability to provide support to the Senior & Executive Assistant's as and when required and ensuring they are an effective link to the Executive Team
- Plan, prioritise and manage complex and conflicting workloads;
- Work with other PA's within the team to ensure that appropriate cross cover is provided.
- Assist with booking travel, room bookings and car parking for the Nursing and Quality Directorate and any associated visitors.
About us
The Nursing and Quality Directorate work together to ensure they have oversight and assurance around the quality and safety of the services provided to patients in Derby and Derbyshire.
The portfolios that we hold within the team include Maternity, Infection Control, Care Homes, SEND, Personal Health Budgets, LeDeR, Safeguarding Adults and Children, Looked After Children, Patient Safety and Patient Experience, End of Life, 999 and 111 services.
You will have the opportunity to support and gain knowledge in all of these areas making this an interesting and varied role.
Job description
Job responsibilities
Please refer to the attached Job Description and Person Specification for full details.
- Plan and manage the Functional Directors diaries ensuring their time is utilised to full affect and ensuring internal and external meetings are robustly organised;
- Provide confidential and timely inbox management to their designated Functional Director.
- Provide administrative support for Committees and Sub-Committees which are within the Functional Directors remit. To include agenda setting, producing minutes which record an accurate account of the meeting, updating the action log and following up any outstanding actions.
- Supporting the team with the management of projects and gathering information.
- Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively;
- Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate;
- Produce high quality reports, presentations, letters and other correspondence on behalf of Functional Directors;
- Ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team
- Plan, prioritise and manage complex and conflicting workloads;
- Work with other PAs within the team to ensure that appropriate cross cover is provided.
- Assist with booking travel, room bookings and car parking for the Nursing and Quality Directorate and any associated visitors.
Job description
Job responsibilities
Please refer to the attached Job Description and Person Specification for full details.
- Plan and manage the Functional Directors diaries ensuring their time is utilised to full affect and ensuring internal and external meetings are robustly organised;
- Provide confidential and timely inbox management to their designated Functional Director.
- Provide administrative support for Committees and Sub-Committees which are within the Functional Directors remit. To include agenda setting, producing minutes which record an accurate account of the meeting, updating the action log and following up any outstanding actions.
- Supporting the team with the management of projects and gathering information.
- Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively;
- Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate;
- Produce high quality reports, presentations, letters and other correspondence on behalf of Functional Directors;
- Ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team
- Plan, prioritise and manage complex and conflicting workloads;
- Work with other PAs within the team to ensure that appropriate cross cover is provided.
- Assist with booking travel, room bookings and car parking for the Nursing and Quality Directorate and any associated visitors.
Person Specification
Values
Essential
- Demonstrate the behaviours that under pin NHS Derby and Derbyshire ICB core value of "Commitment to Quality"
- Demonstrate the behaviours that under pin the NHS Derby and Derbyshire ICB core value of "Working together"
Values and behaviours
Essential
- Please provide an example of when you have demonstrated the behaviours that under pin NHS Derby and Derbyshire ICB core value of "Commitment to Quality"?
- Please provide an example of when you have demonstrated the behaviours that under pin the NHS Derby and Derbyshire ICB core value of "Working together"?
Knowledge, Training and Experience
Essential
- Knowledge, TraininEducated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience;g and Experience
- Significant administrative/ secretarial experience including initiating and maintaining office systems;
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access;
- Minute Taking
Desirable
- Knowledge of NHS issues;
- Understanding of Confidentiality and Data Protection Act;
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information;
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;
Autonomy
Essential
- Ability to work without supervision and ability to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
Other
Essential
- Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary;
Person Specification
Values
Essential
- Demonstrate the behaviours that under pin NHS Derby and Derbyshire ICB core value of "Commitment to Quality"
- Demonstrate the behaviours that under pin the NHS Derby and Derbyshire ICB core value of "Working together"
Values and behaviours
Essential
- Please provide an example of when you have demonstrated the behaviours that under pin NHS Derby and Derbyshire ICB core value of "Commitment to Quality"?
- Please provide an example of when you have demonstrated the behaviours that under pin the NHS Derby and Derbyshire ICB core value of "Working together"?
Knowledge, Training and Experience
Essential
- Knowledge, TraininEducated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience;g and Experience
- Significant administrative/ secretarial experience including initiating and maintaining office systems;
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access;
- Minute Taking
Desirable
- Knowledge of NHS issues;
- Understanding of Confidentiality and Data Protection Act;
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information;
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;
Autonomy
Essential
- Ability to work without supervision and ability to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.
Other
Essential
- Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary;
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.
