Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 990-SW-6474094-E
- Employer
- NHS England
- Employer type
- NHS
- Site
- South West Region
- Town
- Taunton
- Salary
- £28,407 - £34,581 per annum
- Salary period
- Yearly
- Closing
- 07/08/2024 23:59
Employer heading
Directorate Personal Assistant
NHS AfC: Band 5
Our Organisation
The NHS is building a culture that is positive, compassionate and inclusive – and we all have our part to play.
As employers we are committed to protecting and promoting the physical and mental health and wellbeing of all our colleagues. This underpins our values as set out in the NHS Constitution and supports us to be an Employer of Choice, while helping our colleagues to deliver high quality services for our patients and communities.
As a flexible employer, we want to support you to work in a way that is best for the NHS, our patients and you. Talk to us about how we might be able to accommodate a flexible working arrangement whether that’s a job share, part time, hybrid working or another flexible pattern. In addition, although the role advertised may have a ‘home’ office base indicated, we remain committed to supporting flexibility around workplace locations. If it works for the service, we will do our best to make it work for you.
Job overview
As Directorate Personal Assistant, the post holder will provide comprehensive diary management and PA support to the Regional Medical Director and Directors within the Medical Directorate, proactively ensuring all directorate needs are met and that the Directors are suitably supported with the Medical Directorate in the South West region.
Main duties of the job
- Provide proactive business and office management support to the Private Office, contributing to the completion of the Directorates objectives.
- Provide timely and accurate information and documentation to enable to effective operation of the directorate.
- Organise and manage documentation for meetings and events, including preparation of agendas and minutes of meetings, tracking actions and timeframes as appropriate.
- Ensure the Directors team have been briefed and have the required documentation for all meetings/events.
- Organise and produce reports, papers, presentations and other similar documentation in accordance with organisational timeframes.
- Provide effective diary management for Senior Managers and the team, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities or project plans.
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, arranging speakers and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
Working for our organisation
The NHS England board have set out the top-level purpose for the new organisation to lead the NHS in England to deliver high-quality services for all, which will inform the detailed design work and we will achieve this purpose by:
- Enabling local systems and providers to improve the health of their people and patients and reduce health inequalities.
- Making the NHS a great place to work, where our people can make a difference and achieve their potential.
- Working collaboratively to ensure our healthcare workforce has the right knowledge, skills, values and behaviours to deliver accessible, compassionate care
- Optimising the use of digital technology, research, and innovation
- Delivering value for money.
If you would like to know more or require further information, please visit https://www.england.nhs.uk/.
Colleagues with a contractual office base are expected to spend, on average, at least 40% of their time working in-person.
Detailed job description and main responsibilities
- Provide support to internal and external meetings and events as required i.e. regional Senior Leadership Team (SLT), Workshops, etc. and additional events when required. To include arranging formal and complex meetings, liaising with both internal and external stakeholders in a timely manner to required deadlines, prepare and send out papers, setting up and managing the meeting preparation, note/minute taking, follow up actions and anything associated with meeting or events. Ensure the flow of work is prioritised for delivery of targets and objectives.
- Contribute to areas of corporate work as required, such as providing high quality project, service, initiative and administrative support including information and analysis. Can include managing all aspects of new starter’s induction to the executive team within the region.
- Manage the Director’s emails, ensuring briefing and follow up action takes place and deadlines are met.
- Organise the diary and commitments of the Senior Team including the scheduling of formal meetings including video/tele conferences and take notes at meetings as required.
- Manage the Senior Team travel and accommodation arrangements specifically.
- Lend support, calculate and complete travel and accommodation expenses on relevant claim forms, ensuring they are completed and authorised the NHSE guidelines.
- Ensure that high quality and timely support is provided (utilising relevant Microsoft Office packages) when producing correspondence, reports, emails, presentations, project plans and spreadsheets.
Please refer to the job description and person specification for further information regarding the role and responsibilities.
If you like what you have read and think you have the skills and experience, we need then don't delay, apply today! We get lots of applications for our roles and so we sometimes have to close our posts early. Don't miss out!
Person specification
Training and Education
Essential criteria
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area such as senior administration.
Knowledge and Experiance
Essential criteria
- Significant administrative/secretarial experience working in a large/busy team and with Director level stakeholders
- Demonstrable experience dealing with sensitive and confidential information.
Skills and abilities
Essential criteria
- Advanced knowledge of Microsoft software applications (outlook, word, excel and PowerPoint etc).
- Advanced keyboard skills.
- excellent planning and organising capabilities, with exceptional attention to detail.
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Wendy Vincent
- Job title
- Business Manager
- Email address
- [email protected]
- Telephone number
- 07730380324
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