Nottingham CityCare Partnership is a Social Enterprise, providing commissioned services to the NHS. That means we have all the benefits (Agenda for Change terms and conditions, NHS Pensions etc.) but with more flexibility than a traditional NHS Trust.
We have a fantastic opportunity for an enthusiastic, professional, Personal Assistant within the CityCare Corporate PA Team on a 12 month fixed term basis (to cover maternity leave).
Main duties of the job
As a Personal Assistant, you will provide a high standard of administrative and secretarial support to the Executive Directors enabling efficient operation of their portfolios whilst always ensuring the utmost confidentiality at all times.
You will have effective planning, organisation and communication skills and will be responsible for ensuring pro-active and responsive daily management of diaries, emails, phones calls and other correspondence.
You will provide secretariat for key meetings and committees (both virtual and in person) producing minutes and summary notes, managing action trackers, agreeing agendas, collating and distributing papers to required timescales, noting apologies / attendance and responding to associated enquiries.
You will have the ability to work independently using high levels of discretion, judgement and critical analysis. Part of this fast-paced role will require the post holder to be an effective communication link between internal and external stakeholders.
As a Personal Assistant, you will be expected to adopt a flexible approach to suit the variable and developing workload in the Corporate Office, and there may be times when you are be required to work at other locations.
About us
We are aprovider of NHS Community Health Services, CityCare exists to support thehealth and wellbeing of all local people, working alongside other health andcare partners to achieve this. We are a value driven, people business with apassion for excellence. Our vision and social purpose is to make a differenceeveryday to the health & wellbeing of our communities and our values ofkindness, respect, trust and honesty lie at the heart of everything we do,guiding how we work together with partners and each other to consistentlydeliver high quality compassionate care. As a social enterprise we aim to addsocial value by investing in the future of our local communities and helping tomake a difference in peoples lives.
CityCare valuethe benefits of a diverse and inclusive workforce. We encourage applicationsfrom candidates who identify as disabled, LGBT+ or from a Black, Asian orMinority Ethnic (BAME) background, as they are currently under-representedwithin our organisation.
We are proud to be a forces-friendlyorganisation and are dedicated to supporting Veterans, Service Leavers, Reservists, andmilitary spouses/partners. We value the unique skills and contributions youbring.
CityCare is anequal opportunities employer. We are positive about employing people withdisabilities. If you require your application in a different format pleasecontact People Services on 0115 8839418. CityCare is committed to theprotection of vulnerable adults and children.
Job responsibilities
Job Purpose
* AsPersonal Assistant you will provide a high standard of personal assistanceand secretarial support to the Executive Directors enabling efficientoperation of their portfolios whilst ensuring the utmost confidentiality atall times.
* Thepost holder will require effective planning, organisation and communicationskills and will be responsible for ensuring pro-active and responsive dailymanagement of diaries, emails, phone calls and other correspondence.
* Thepost holder will provide secretariat for key meetings and committees (bothvirtual and in person) producing minutes and summary notes, managing actiontrackers, agreeing agendas, collating and distributing papers to requiredtimescales, noting apologies / attendance and responding to associatedenquiries.
* Thepost holder will be required to demonstrate excellent organisational andadministrative skills and have the ability to work independently using highlevels of discretion, judgement and critical analysis.
* Partof this fast paced role will require the post holder to be an effectivecommunication link between internal and external stakeholders.
* Thepost holder will be expected to adopt a flexible approach to suit thevariable and developing workload in the Corporate Office.
* Theremay be times when the post holder will be required to work at other locations.
Dimensions
* Be committed toworking and engaging constructively with internal and external stakeholderson a range of issues.
* Nurture keyrelationships and monitor networks internally and externally.
* Present aprofessional, welcoming and helpful image to staff, other organisations andthe public.
* Be aware of thecomplex, potentially contentious and highly sensitive environment in whichthe Executive Directors operate to ensure the effective and appropriate useof their time through prioritising appointments, dealing with correspondenceand dealing with staff, both internal and external.
* Develop andmaintain close collaboration and co-operation with the wider Executive Team,working at all times to achieve set standards.
* Ensure allcommunication is dealt with in a timely, efficient manner and that deadlinesare met, taking action, where appropriate, in the absence of the ExecutiveDirectors.
* Produce correspondence,reports, and other documents to a high standard and with due respect forconfidentiality and corporate style being highly proficient with theMicrosoft suite of products.
Key Responsibilities
Analytical and Practical Judgement
* Provide and receive, sensitiveand contentious information/complex facts which require the analysis,interpretation and comparison of a range of options and make judgements basedon the information/facts.
* Deal with sometimes complexenquiries from a wide range of organisations and individuals in aprofessional and sensitive manner, ensuring confidentiality at alltimes. On occasions this may involvehandling a caller who is upset or aggressive.
* Undertake/support specificproject and ad hoc work on behalf of the Executive Directors and/or theExecutive Assistant as required.
Planning and Organisation
* Manage the Executive Directors diaries,coordinating and prioritising appointments, highlighting changing priorities,emphasising areas of concern/potential conflict and ensuring that there iseffective communication to all relevant parties and to make all necessaryarrangements, including travel.
* Maintain an awareness of ongoingissues in order to be able to tie up correspondence appropriately, chasing upactions and giving position statements prior to meetings taking place.
* Manage all incoming and outgoingmail on behalf of the Executive Directors.To distribute mail for action, prepare draft responses, follow upaction and make a record of any actions taken.
* To review and where appropriate,action all incoming email on behalf of the Executive Directors in a timelymanner.
* To service and minute themeetings of the Boards Committees ensuring that the minutes and papers areissued in a timely manner and in accordance with CityCares governanceprocesses.
* Maintain efficient forwardplanning and follow up systems, ensuring that responses are received, anddeadlines met.
* Drafting presentations.
* Provide cover for colleaguesduring periods of absence and annual leave.
* Ensure the Executive Directors arefully briefed on events and scenarios as they arise, determining the priorityof the issues and obtaining and collating the information needed to enablethem to make informed decisions.
Policy and Service Development
* Propose changes to own work toensure it aligns to the work of Executive Directors for the enhancement ofservice delivery.
Financial and Physical Resources
* Ensure that levels ofstationery/office supplies are maintained in order that the office can runsmoothly at all times.
Human Resources
* Ensure that HR and pay relatedprocesses and schedules are followed at all times. This includes the notification of staffchanges, leavers and absence information for the Executive Directors teams.
* Work closely with the immediate teamand others to contribute to the continuous development of working methods andstandards.
* Information Systems
* Ensure that all documentation(manual and digital) is efficiently and effectively dealt with includingoperating a forward planning system.
* Maintain and continuallycontribute to the development of office systems and procedures to ensureefficient and effective support.
* Take and transcribe formalmeeting minutes and update the electronic meeting record system.
* Develop and maintaincomprehensive filing systems, both paper and electronic, ensuring efficientand effective retrieval of documents, and systems that are catalogued andaccessible.
Other Role Specific Duties
* To work flexibly, includingoccasional instances of work prior to the start of the day or after the endof the normal working day if required
* Able to work at other locations ifrequired.
* Conduct any other reasonableduties commensurate with the role and requested by an Executive Director.
* Demonstrate the values andbehaviours of the organisation at all times.
* Act as an ambassador forNottingham CityCare Partnership at all times.
Learning and Development
* Attend statutory and essentialtraining updates as required.
* Undertake training as necessaryin line with the development of the post and as agreed with the ExecutiveAssistant/Corporate Office Manager as part of the personal developmentprocess.
* Identify own learning needs andjointly plan training requirements.
* Participate in CityCaresappraisal process to discuss how your role will help deliver the bestpossible care to our patients.
Person Specification
Qualifications
* Degree or equivalent experience relevant to this post.
* PA/EA Diploma.
* NVQ Level 3 in Business and Administration or similar.
Skills & Attributes
* Advanced knowledge of standard office administrative practices and procedures.
* Excellent written and verbal communication skills.
* High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority.
* Highly developed problem solving skills and ability to respond to sudden unexpected demands.
* Excellent organisational abilities and attention to detail.
* Ability to provide and receive sensitive or sometimes contentious information.
* Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
* Ability to motivate and influence others.
* Ability to understand complex information and present this clearly and concisely both in verbal and written format.
* Ability to work under pressure and meet deadlines.
* Work proactively with a high degree of autonomy and on own initiative
* Proficient in the use of the Microsoft suite of products.
* Excellent minute taking skills.
* Strong team player, able to be flexible and supportive across the team
Experience
* Experience of coordinating multiple tasks with competing demands simultaneously.
* Experience of working to very tight deadlines.
* Experience of servicing and taking minutes at high level Committee meetings.
* Experience of planning and organising important meetings, events and diaries
* Experience of working in a similar role in healthcare.
Associate Director of Risk & Corporate Governance
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