Job summary
- Main area
- Personnel Assistant Executive Office Team
- Grade
- Band 4
- Contract
- Fixed term: 12 months
- Hours
- Full time - 37.5 hours per week
- Job ref
- 828-PROVIDE3025
- Employer
- Provide CIC
- Employer type
- NHS
- Site
- Head Quarters Colchester
- Town
- Colchester
- Salary
- £25,147 - £27,596 Per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
- Interview date
- 08/07/2024
Employer heading
Personal Assistant
Band 4
Job overview
To provide a comprehensive, professional PA service covering all aspects of secretarial, administrative and organisational support primarily to the Directors and Senior Managers within the organisation.
As a PA within the Executive Office Team you will be expected to support and provide direction to other administrative staff within the directorate to ensure administrative support operates efficiently and effectively.
Main duties of the job
|
Workload |
Point of contact – professional |
|
Diary (Travel and accommodation) |
Telephone calls |
|
Organise complex and formal meetings |
Project work |
|
Deadlines |
Bring forwards |
|
|
|
|
Minutes, agendas, actions, equipment, venues |
Collaborative Work across organisations |
|
Business Development Meeting |
Collation of data and information |
|
HR hearings and investigations |
Attendance and note taking |
|
Typing correspondence, reports, presentations |
Annual leave & service cover |
|
Responding or forwarding emails, post appropriately. |
Support events.
|
Working for our organisation
Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.
We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.
A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
Vision: Transforming Lives
Values: Care, Innovation and Compassion
Mission: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.
Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.
We welcome applicants from underrepresented groups. If you have the skills and experience for the job, please apply regardless of your background.
Eligible for NHS Pension
Detailed job description and main responsibilities
- Manage, triage and respond to the emails for Directors as requested .
- Undertake various administrative duties related to Collaborative meetings and Business Development E.g. Action plans, External meetings - 121 meetings.
- Undertake various administrative duties related to Team events and awaydays.
- To organise and plan the workload, diary and commitments (including all travel and accommodation arrangements as necessary) relating to the Directors you work to, including the scheduling of formal and complex meetings, ensuring deadlines are achieved and there is a flow of workload.
- To source and gather all relevant information in order to prioritise workload and make decisions regarding conflicting demands for appointments, based on a sound knowledge of the priorities and deadlines involved in the directorate.
- To co-ordinate and facilitate meetings, producing agendas and papers, taking and transcribing formal and informal minutes and distributing them as appropriate, ensuring any actions are undertaken and follow up as required. This will also include transporting and setting up equipment, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.
- To support sensitive HR meetings i.e. capability and disciplinary meetings. You will take comprehensive notes at the meeting and then produce a final draft to be checked and signed off by a Senior Manager.
- To facilitate effective liaison with people at all levels both internally and externally to the organisation. Provide a professional, effective liaison with external or partner organisations i.e. Commissioners, Government departments, MPs and suppliers of services.
- To provide comprehensive PA/secretarial service, including accurate note taking, copy typing and professional presentation of a range of correspondence, reports, etc. for internal and external use, often to tight deadlines. This will include the preparation of reports, using charts produced through Excel where appropriate, and presentations using PowerPoint, as required.
- PLEASE SEE FULL JOB DESCRIPTION ENCLOSED.
Person specification
Essential
Essential criteria
- NVQ 3 in Business Administration or equivalent experience RSA III typing or equivalent qualification.
- At least 3 years’ previous experience in a senior administrative role or as a PA at Director level, or equivalent experience of working in a large, complex organisation. Previous experience of working autonomously. Minute taking skills. Experience of preparing/formatting reports and taking minutes, together with setting agendas and distribution of associated papers. Experience of diary management and arranging complex meetings. Experience of organising travel and accommodation requirements. Experience in composing correspondence for approval. Experience of project management.
- Ability to manage and prioritise own workload, using own initiative as required. Excellent secretarial skills, including ability to construct clear, grammatically correct letters and reports, at high standard of presentation. Advanced knowledge of Microsoft Office software applications (Word, Excel PowerPoint, Outlook. High level of written and verbal communication skills. High level of planning and organisational skills. Ability to ‘multi-task’, managing own workload and that of others, often with conflicting pressures, without supervision and within specified timescales. Ability to adapt to change and to develop services and systems to meet changing needs. Problem solving abilities.
Desirable criteria
- Ability to travel independently across Mid Essex patch, as required.
Essential
Essential criteria
- Ability to manage and prioritise own workload, using own initiative as required. Excellent secretarial skills, including ability to construct clear, grammatically correct letters and reports, at high standard of presentation. Advanced knowledge of Microsoft Office software applications (Word, Excel PowerPoint, Outlook. High level of written and verbal communication skills. High level of planning and organisational skills. Ability to ‘multi-task’, managing own workload and that of others, often with conflicting pressures, without supervision and within specified timescales. Ability to adapt to change and to develop services and systems to meet changing needs. Problem solving abilities.
Essential
Essential criteria
- Conscientious, responsible and discreet. Self- motivated, proactive and innovative. Positive ‘can do’ attitude and willingness to put in extra effort to achieve goals. Polite and courteous when dealing with enquiries. Team player. Confident and articulate. Commitment to quality and best practice.
Desirable criteria
- Organising of events
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Lea Jarvis
- Job title
- Executive Office Manager
- Email address
- [email protected]
- Telephone number
- 07919101911
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