Job summary
Invicta Health has an exciting opportunity for a Corporate Administrative Assistant to join the team on a full time basis. The role allows for hybrid working (home and office).
Interviews will be held week commencing 13th/ 20th May.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.
Main duties of the job
The postholder willprovide an efficient, reliable, and accurate administrative service and willprovide support to the Corporate Senior Management Team. This includes:
1. Arranging, organising and minuting key strategic meetings within theportfolio in a timely and effective manner
2. Providing PA support as required to members of the Corporate SeniorManagement Team
3. Providing administrative support with documents that provide assurancesuch as the corporate risk register, policies and reports.
4. Providing support to the wider administrative team as needed.
About us
Invicta Health are a non-profit company, with a passion for primary care. We have a wide range of services such as hub-based GPs services, GP surgeries, services in Urgent Care Centres and A&E, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent. Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
What perks can we offer you?
5. NHS Pension
6. Learning and Development opportunities
7. Progression opportunities
8. Competitive annual leave entitlement
9. Incremental pay progression
10. Flexible working
11. Approved blue light card provider
12. Salary Sacrifice Schemes
13. Car Lease Scheme
14. Employee Assistance Programme
Job description
Job responsibilities
Corporate Administration Support
Meetings Coordination
15. To forward plan and manage meetingscalendar for Finance & Performance Subcommittee and Operational DeliverySubcommittees.
16. To co-ordinate and manage alladministration tasks related to these meetings including minute taking, arrangingvenues/rooms, and ensuring the agenda and related documents are collated andcirculated in a timely manner.
17. To cover other business meetings ifneeded, such as Board. These may sometimes be outside of usual working hourswhich will require some flexibility.
18. Taking accurate complex minutes or actions, ensuring decisions arerecorded, referenced and future action is taken at the appropriate level.Ensure that meetings have a forward work programme, and actions are followed upand monitored regularly.
PA Support tomembers of the Corporate Senior Management Team
19. Provide a comprehensive andefficient administration support to members of the Corporate Senior ManagementTeam as required. The Head of Business Assurance andDevelopment will support the postholder with the management of this workload.
20. Provide diary management, ensure thatappointments are planned and coordinated, and run to schedule. The postholderwill be supported to prioritise the high-level completing demands to ensure anappropriate balance in the daily scheduling in line with preferences,responsibilities, or project plans.
21. Organise and plan meetings andevents as directed, including sending invitations, booking venues, makingtravel arrangements, and providing relevant papers and material. Provide highquality support to ensure they are managed and delivered effectively.
22. Regular liaison with member of CorporateSenior Management Team to ensure awareness of priorities.
23. Organise and support theproduction of reports, papers, presentations, and other similar documentationin accordance with requirements of the team.
24. Follow up and take forward anykey pieces of work as directed by the Head of Business Assurance andDevelopment.
Assurance
25. To support the administration of the Strategic Objectives spreadsheetduring Senior Management Team meetings.
26. To assist in the creation of, and thetimely submission of, additional reports for Invicta Health services asrequired. These may be used to support the Senior Management Team in decisionmaking and in the production of reports for assurance.
27. To assist in the maintenance of theService Contract Tracker, detailing each of the service contracts and the KPIs(Key Performance Indicators) required for each service.
28. To provide support with due diligence ofnew business opportunities.
29. To assist in the collection, inputand reporting of data relating to specific areas within the organisation asguided by the Head of Business Assurance & Development.
Risk Register
30. To provide administrative support in the maintenance of the CorporateRisk Register.
Policy and Protocol Maintenance
31. To assist in the maintenance of the Policy and Protocol spreadsheet trackingwhen documents are due for review.
32. To assist in updating documents following ratification with regards toformatting, version control and ensuring documents are accessible to staff.
Insurances, memberships, leases andregistrations
33. To be aware of the monitoring ofthese and assist as needed including maintenance of Contract ComplianceSpreadsheet.
34. Assist with any other related tasksas needed.
Administration Support &Communication
35. To work within the wideradministration team and support with the answering of the telephones and emailqueries.
36. Help to monitor the Invicta Health inbox and action/forward or refer asappropriate.
37. Support the Senior Management Team with formatting and distribution oforganisation wide communications.
38. Maintain confidentiality at all times and understand the importance ofaccuracy and excellent data quality.
39. Support thecorporate administrative team with internal and external enquiries, respondingto telephone calls, e-mails, and other channels of correspondence, usinginitiative to action/forward or refer as appropriate.
40. Assist with any corporate brandingtasks as needed.
41. Support with back end of the websiteduring periods of leave of the Corporate Affairs Manager.
42. Develop and maintain databases asrequired by the role.
43. Tomaintain a professional manner as a point of contact with external providers asrequired.
General Duties
44. To work collaboratively and professionallywith colleagues across Invicta Health, building and maintaining relationships.
45. To contribute to the development ofservices, including processes, templates and principles.
46. To ensurethat strict confidentiality is observed at all times, especially when dealingwith personal information.
47. To takepart in any statutory and mandatory training or other training and developmentprogrammes as requested.
48. Any otherreasonable duties as directed by your line manager.
49. Due to thechanging nature of Invicta Health, job descriptions will evolve and aretherefore subject to periodic review.
50. Full termsand conditions of employment will be issued if an offer of employment is made.
Person Specification
Key skills
Essential
51. Able to plan and organise own work to meet deadlines and respond to changing priorities
52. Excellent organisational skills
53. Sensitivity and diplomacy in dealing with a wide range of people
54. Effective written and verbal communication skills
55. Able to work on own initiative and to identify and carry out work that would be required to support the work of the team
Experience
Essential
56. Advanced level of MS Office Applications (word, PowerPoint, excel and outlook)
57. Experience of planning and organising meetings and minute taking
58. Experience of dealing with highly sensitive and complex confidential information
59. Experience of coordinating varied administrative functions simultaneously
Desirable
60. Experience of working within the NHS
Qualifications
Essential
61. Educated to A level or equivalent years of experience in an administrative role leading to sound knowledge of administrative procedures and office administration practices.
Personal Attributes
Essential
62. Works autonomously but seeks advice when required
63. Very Flexible
64. Team player with Can do attitude
65. Proactive approach to work
66. Strives for excellence
67. Honest and fair