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Detailed job description and main responsibilities

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Project Support

·         Input, data entry, monitor and check data to help keep track of projects;

·         Gather data and feedback from the system members and partners in order to assist with the production of highlight reports;

·         Develop and collate programme-wide reports from the highlights reports produced and other information;

·         Compare a range of reports, facts, or data, making judgements and assessing solutions

·         Support members/teams in project management and participate in department events;

·         Organise and plan events, complex activities or programmes as necessary including producing and distributing any supporting information material;

·         Assists the project manager in the development and preparation of the overall project plan, plans key workstreams in relation to the project

·         Work with all team members in the collection of information for performance reporting 

·         Act as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously;

·         Supply the relevant information required for financial management, supporting programmes and workstreams and team by checking and receipting invoices for payment. Order stationery as required;

·         Run and collate reports which may include reports to the Board and senior management as required;

·         Provide guidance and advice on relevant policies and procedures;

·         Develop and implement policies and propose changes to procedures 

·         Carry out other appropriate delegated duties as required.

General Administration

·         Acts as the first point of contact for enquiries by taking calls for the directorate when they are out of the office and expected to use their own initiative to deal with phone calls and messages;

·         Sorting and prioritising all incoming e-mail, distributing as appropriate and ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner;

·         Undertake administrative duties such as photocopying, organising meetings, etc;

·         Organising and planning events as necessary supporting information material;

·         Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team;

·         Prepare agendas, take minutes and distribute notes of meetings including typing up of group discussions and interviews as necessary;

·         Prepare and format documents (including Word and Excel);

·         Provide administrative support including when appropriate to all team members to support a range of department initiatives;

·         Work together with other senior administrator/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover senior administrator/PAs general duties on the base;

·         Participate in Research and Development activities as directed;

·         Carry out other appropriate delegated duties as required.

The post holder will be aligned to a specific team but may work across the Directorate depending on the current priorities.