Job summary
The primary function of the role is to provide an efficient and effective administrative and formal secretarial function for the NHS GM Stockport Locality's Corporate Affairs responsibilities. The post holders will also provide PA support to members of the NHS GM Stockport Locality Leadership Team. We are looking to recruit 3 Business Support.
Main duties of the job
As a key member of the Corporate Affairs Directorate the role will work closely with senior staff across the organisation. The role will also include work with GP members and clinical across primary care and collaborative work with colleagues working in partner organisations across NHS GM.
About us
NHS Greater Manchester Integrated Care
Integrated Care Systems (ICSs) are partnerships of health and care organisations that come together to plan and deliver joined up services and to improve the health and wellbeing of people who live and work in their area. Their purpose is to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience, and access; enhance productivity, value for money, and support broader social and economic development in their area efficiency. This will be delivered in neighbourhood, place, combinations of places and GM system.
Our NHS People Promise
Our NHS People Promise -the promise we must all make to each other, to work together to improve the experience of working in the NHS for everyone. Like many other employers, NHS GM currently has evidence of unwarranted inequalities in the workforce, most notably in relation to minoritised ethnic, female and\or disabled staff and their intersectionality. As a result, we will use positive action measures to bring benefits to our organisation, including a wider pool of talented, skilled, and experienced people from which to recruit and a better understanding of the needs of a more diverse range of customers.
Job description
Job responsibilities
RESPONSIBILITIES
Corporate Affairs and Governance
- The post holder will provide a full secretarial and administrative function for their identified NHS GM Stockport Locality meetings and groups, to enable them to deliver compliance in areas such as risk management, audit and information governance. The information they will see will at times be confidential, contentious, and sensitive.
- The post holder is responsible for planning meetings as per the agreed schedule, finding venues, ensuring invitations are sent and attendance followed up. They will propose agendas (agreeing them with the Chair and/or the Office Manager), ensure that papers are available on time and sent them out to group During the meetings they will take formal minutes; following the meeting, they will type these up, using the house style and ensure that the minutes are approved and sent out within agreed timescales.
- Following the meeting they will identify any actions that need to be logged and will monitor progress against them, prior to the next meeting. They will also need to identify interfaces with other groups and liaise with their administration support, for example if a paper needs to be shared/discussed at an additional group, they will make sure that this goes on the agenda and is made available. They will need to liaise with senior colleagues to gather information on progress, seeking to influence and persuade them to complete work; this may mean constructive challenge when they do not comply.
- The post holder will manage the risk registers for their assigned meetings and gather data to enable them to update the registers in a timely fashion, liaising with the Corporate Affairs Manager, who has responsibility for risk.
- The post holder will contribute to the annual agenda planning process for their assigned meetings, using their knowledge of the meetings/groups to inform this.
- The post holder will also have a role in coordinating and servicing system-level meetings, working with external stakeholders, providing a high standard of administrative support as above. This will also involve a degree of negotiation on timings and venues, for example, to gain buy-in and optimal attendance.
- PA support
The post holder will provide a confidential PA role to members of the Leadership Team. This will include dealing with emails, phone calls and correspondence and diary management, containing sensitive and confidential information or contentious issues.
- They will monitor and pursue the progress of tasks or issues as directed, working with colleagues across the NHS GM Stockport Locality. This will involve using tact and persuasive
- They will ensure a system of bring forward is in place, anticipating what the Directors may need and acting on it.
- They will maintain effective filing systems (electronic or paper), meeting the NHS GM Stockport Locality standards on information governance and data protection. They will propose improvements in protocols, procedures and systems, for use across the team.
- They will organise meetings or events, as directed, to ensure the smooth running of these activities.
- The post holder will undertake additional responsibilities such as ordering stationery and setting up training for new starters.
- The post holder will also be expected to provide cover for other staff in the same role, where they are absent. They will also need to provide support to other areas of the Directorate, working in a matrix fashion if needed.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after discussion with the post-holder to meet the changing needs of the service.
Job description
Job responsibilities
RESPONSIBILITIES
Corporate Affairs and Governance
- The post holder will provide a full secretarial and administrative function for their identified NHS GM Stockport Locality meetings and groups, to enable them to deliver compliance in areas such as risk management, audit and information governance. The information they will see will at times be confidential, contentious, and sensitive.
- The post holder is responsible for planning meetings as per the agreed schedule, finding venues, ensuring invitations are sent and attendance followed up. They will propose agendas (agreeing them with the Chair and/or the Office Manager), ensure that papers are available on time and sent them out to group During the meetings they will take formal minutes; following the meeting, they will type these up, using the house style and ensure that the minutes are approved and sent out within agreed timescales.
- Following the meeting they will identify any actions that need to be logged and will monitor progress against them, prior to the next meeting. They will also need to identify interfaces with other groups and liaise with their administration support, for example if a paper needs to be shared/discussed at an additional group, they will make sure that this goes on the agenda and is made available. They will need to liaise with senior colleagues to gather information on progress, seeking to influence and persuade them to complete work; this may mean constructive challenge when they do not comply.
- The post holder will manage the risk registers for their assigned meetings and gather data to enable them to update the registers in a timely fashion, liaising with the Corporate Affairs Manager, who has responsibility for risk.
- The post holder will contribute to the annual agenda planning process for their assigned meetings, using their knowledge of the meetings/groups to inform this.
- The post holder will also have a role in coordinating and servicing system-level meetings, working with external stakeholders, providing a high standard of administrative support as above. This will also involve a degree of negotiation on timings and venues, for example, to gain buy-in and optimal attendance.
- PA support
The post holder will provide a confidential PA role to members of the Leadership Team. This will include dealing with emails, phone calls and correspondence and diary management, containing sensitive and confidential information or contentious issues.
- They will monitor and pursue the progress of tasks or issues as directed, working with colleagues across the NHS GM Stockport Locality. This will involve using tact and persuasive
- They will ensure a system of bring forward is in place, anticipating what the Directors may need and acting on it.
- They will maintain effective filing systems (electronic or paper), meeting the NHS GM Stockport Locality standards on information governance and data protection. They will propose improvements in protocols, procedures and systems, for use across the team.
- They will organise meetings or events, as directed, to ensure the smooth running of these activities.
- The post holder will undertake additional responsibilities such as ordering stationery and setting up training for new starters.
- The post holder will also be expected to provide cover for other staff in the same role, where they are absent. They will also need to provide support to other areas of the Directorate, working in a matrix fashion if needed.
This list of duties is not intended to be exhaustive, but indicates the main areas of work and may be subject to change after discussion with the post-holder to meet the changing needs of the service.
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level or equivalent
- Typing (RSA II) or short-hand qualification
Skills Knowledge and Experience
Essential
- Experience in administration and office work
- Experience of taking formal minutes at Committee level
- Understanding of the role of governance in the NHS GM Stockport Locality
- Experience of working as a PA to Director or senior manager
Person Specification
Qualifications
Essential
- Educated to NVQ 4 level or equivalent
- Typing (RSA II) or short-hand qualification
Skills Knowledge and Experience
Essential
- Experience in administration and office work
- Experience of taking formal minutes at Committee level
- Understanding of the role of governance in the NHS GM Stockport Locality
- Experience of working as a PA to Director or senior manager
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.