Job summary
Alliance has served our local community for over 20 years, offering psychological services across primary care, private and commercial services. We support adults, children, young people and families who are struggling with their mental wellbeing, and we want to continue to build on this in the years to come. We pride ourselves on providing a high-quality service and we want to employ people who share in our vision and values.
Main duties of the job
We
are seeking a Management Team Administrator to support our Senior Management
Team (SMT) and wider governance functions. This role is essential in ensuring
the smooth operation of senior leadership, quality assurance, and governance
activities.
We
are looking for an organised, detail-oriented administrator who thrives in a
fast-paced environment and is confident in managing their own workload while
using initiative.
The
successful candidate will provide proactive and efficient administrative
support to the SMT, ensuring confidentiality and handling sensitive matters
with professionalism and integrity. Responsibilities include managing diaries,
coordinating meetings, preparing agendas, taking minutes, and tracking action
points for effective follow-up. They will also maintain organised filing
systems, assist with audit planning, compile quality reports, and support
governance functions by handling information and subject access requests when
required.
This role may be part time or full time (min 30 hrs per wk)
You must have right to work in the UK as we are currently unable to offer working visa opportunities.
Closing Date 11 April
Shortlisting Date 14 /15 April
Interview date 23 April
We monitor the use of AI is, if applicants have used it they should declare it.
AI-generated content may lack detail and not address key criteria outlined in the job description.
Personalisation is essential to convey individual skills, knowledge, and experiences effectively.
About us
Alliance offers first rate training and development opportunities, flexible working where appropriate, child-care voucher scheme, 38 days annual leave per annum pro rata, EAP health scheme and a 3% contributory pension scheme.
Alliance Psychological Services Limited is committed to promoting equal opportunities in our employment practice and service delivery. We are signatories to the Mindful Employers Charter. Alliance also has Investors in People status and is committed to the National Living Wage.
Alliance Psychological Services follows safer recruitment of staff for all appointments. It is a requirement that all staff understand it is each persons individual responsibility and are committed to promoting and safeguarding the welfare of clients. This role is subject to DBS checks in the event of a successful application.
Job description
Job responsibilities
This position
may require flexible hours between 8am until 8pm on weekdays with both office
and remote working.
Main Duties and Responsibilities:
To
provide a comprehensive, professional, effective, and efficient
administration service to the Senior Management Team (SMT).
To
maintain a professional and highly confidential approach to all work completed
with the ability to handle all confidential and sensitive matters with
integrity.
To
arrange meetings, liaising with other staff as appropriate to set a
mutually convenient time and date, co-ordinating multiple diaries and
negotiating availability at all levels.
To
attend meetings and take minutes. Prepare agendas and supporting
paperwork, and produce action notes/minutes, initiating actions on
identified issues, ensuring that actions are completed and information is to
hand ahead of meetings.
Maintain
an efficient filing system both paper and electronic.
Responsibility for own work activities, the
majority of which are non routine.
To
complete any tasks within the scope of administrative duties that the SMT
may request.
Undertake
any other additional duties appropriate to the post as requested.
Governance Support
Assist with
the planning of audit schedules across the organisation.
Collate
information for quality reporting.
Complete work
delegated during busy periods.
General admin
support in terms of designing and creating Microsoft forms, letters and emails.
Assisting with
information and subject access requests as and when necessary.
Safeguarding
Responsible for safeguarding children and
vulnerable adults by always promoting the welfare of service users and
operating within local policies and procedures.
Under guidance and support taking appropriate
safeguarding action to protect children and vulnerable adults at risk of
significant harm.
Under guidance and supervision to identify and
support families in accessing Early Help Services
To share appropriate information with other
agencies regarding the service users wellbeing and progress keeping
within the boundaries of Confidentiality and Information sharing
protocols.
Confidentiality
In the performance of their duties, the
post-holder may have access to confidential information relating to
clients and their care, staff, and others.
They may also have access to information relating to Alliance as a
business organisation. All such
information from any source is to be regarded as strictly confidential.
Information relating to clients, carers, staff,
other healthcare workers or Alliance business may only be divulged to
authorised persons in accordance with Alliance policies and procedures
relating to confidentiality and the protection of personal and sensitive
data.
This job description is designed to identify principal
responsibilities only. The post holder
is required to be flexible in developing the role in accordance with changes in
Alliances organisational objectives and priorities.
Job description
Job responsibilities
This position
may require flexible hours between 8am until 8pm on weekdays with both office
and remote working.
Main Duties and Responsibilities:
To
provide a comprehensive, professional, effective, and efficient
administration service to the Senior Management Team (SMT).
To
maintain a professional and highly confidential approach to all work completed
with the ability to handle all confidential and sensitive matters with
integrity.
To
arrange meetings, liaising with other staff as appropriate to set a
mutually convenient time and date, co-ordinating multiple diaries and
negotiating availability at all levels.
To
attend meetings and take minutes. Prepare agendas and supporting
paperwork, and produce action notes/minutes, initiating actions on
identified issues, ensuring that actions are completed and information is to
hand ahead of meetings.
Maintain
an efficient filing system both paper and electronic.
Responsibility for own work activities, the
majority of which are non routine.
To
complete any tasks within the scope of administrative duties that the SMT
may request.
Undertake
any other additional duties appropriate to the post as requested.
Governance Support
Assist with
the planning of audit schedules across the organisation.
Collate
information for quality reporting.
Complete work
delegated during busy periods.
General admin
support in terms of designing and creating Microsoft forms, letters and emails.
Assisting with
information and subject access requests as and when necessary.
Safeguarding
Responsible for safeguarding children and
vulnerable adults by always promoting the welfare of service users and
operating within local policies and procedures.
Under guidance and support taking appropriate
safeguarding action to protect children and vulnerable adults at risk of
significant harm.
Under guidance and supervision to identify and
support families in accessing Early Help Services
To share appropriate information with other
agencies regarding the service users wellbeing and progress keeping
within the boundaries of Confidentiality and Information sharing
protocols.
Confidentiality
In the performance of their duties, the
post-holder may have access to confidential information relating to
clients and their care, staff, and others.
They may also have access to information relating to Alliance as a
business organisation. All such
information from any source is to be regarded as strictly confidential.
Information relating to clients, carers, staff,
other healthcare workers or Alliance business may only be divulged to
authorised persons in accordance with Alliance policies and procedures
relating to confidentiality and the protection of personal and sensitive
data.
This job description is designed to identify principal
responsibilities only. The post holder
is required to be flexible in developing the role in accordance with changes in
Alliances organisational objectives and priorities.
Person Specification
Qualifications
Essential
- NVQ Level 3 in relevant business or administration
- or equivalent level of qualification or significant equivalent previous proven experience (e.g., working with Senior Manager/Director level for a significant length of time)
- Previous PA or team administrator experience
- Proven experience of working in a busy office environment
- Proven use of Microsoft Office: Outlook, Word, Excel, PowerPoint as a minimum
- Experience of communicating and liaising with all levels of staff.
- Attention to detail.
- Ability to manage own workload and work to deadlines.
- Manage multiple workstreams in a busy environment.
Desirable
- Previous experience in NHS/healthcare
- Understanding of mental health services
- Experience of using patient management systems
Experience
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
Person Specification
Qualifications
Essential
- NVQ Level 3 in relevant business or administration
- or equivalent level of qualification or significant equivalent previous proven experience (e.g., working with Senior Manager/Director level for a significant length of time)
- Previous PA or team administrator experience
- Proven experience of working in a busy office environment
- Proven use of Microsoft Office: Outlook, Word, Excel, PowerPoint as a minimum
- Experience of communicating and liaising with all levels of staff.
- Attention to detail.
- Ability to manage own workload and work to deadlines.
- Manage multiple workstreams in a busy environment.
Desirable
- Previous experience in NHS/healthcare
- Understanding of mental health services
- Experience of using patient management systems
Experience
Essential
- High level of motivation.
- Ability to work within a team and foster good working relationships.
- Ability to work under pressure and alone at times.
- Regard for others and respect for individual rights of autonomy and confidentiality.
- High level of organisation skills.
- Flexible and adaptable.
- Act in ways that support equality and promotes diversity.
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.
