Job Overview
Do you want to be part of an award winning and dynamic social enterprise that:
* Is renowned for providing high quality care and is ranked 'Good' by the CQC;
* Is a for‑better‑profit organisation, reinvesting any surplus back into our health and care services and our local community;
* Is friendly, ambitious, welcomes innovation and rewards excellence;
* Offers superior benefits; everything you get in the NHS and more;
* And whose achievements reflect the passion, dedication and commitment demonstrated by our staff across all services?
Our vision is to be a successful, vibrant, community interest company that benefits the communities we serve. If you want be a part of this, we would love to hear from you.
The post holder will carry out a range of administrative functions specific to the particular Head of Service’s portfolio, working collaboratively with the other services in the pillar, Care Coordination Centre and Administrative Hub leads. The post holder will provide cover to heads of service across adults and children’s services as required.
You will need to work flexibly and collaboratively with operational and corporate teams to ensure high standards are achieved.
Responsibilities
1. Be the first point of contact for the Head of Service. Screen telephone calls, dealing with as many issues/queries as possible independently, taking detailed messages for the Head of Service as appropriate.
2. Direct complaints and/or urgent queries to service leads in Head of Service’s absence.
3. Manage the Head of Services’ diary to ensure they have manageable daily commitments, leaving time for travelling and meal breaks as required. Ensure meetings are appropriately grouped geographically, and maximise use of video and telephone conferencing to minimise time spent travelling.
4. Manage the Head of Services’ emails, dealing with as many emails as possible independently and flagging the remainder to indicate those which appear urgent, those which need discussion before being dealt with, and those that are for information or for the Head of Service to handle personally. Use the corporate flagging system.
5. Use the corporate filing system to manage the Head of Services’ inbox, filing emails appropriately to ensure adequate space is maintained and it is easy to retrieve filed emails if needed.
6. File paper and scanned documents in appropriate system.
7. Organise meetings (internal and external) ensuring rooms are resourced appropriately with equipment, refreshments etc. and are cleared away afterwards.
8. For service associated meetings not led by the admin hub, prepare and maintain meeting plans, identify standing and other planned items for each meeting. Draft agendas for agreement by the Head of Service. Gather papers required and ensure they are sent out in advance on time. Take formal minutes/action log as required. Progress/chase any agreed actions and update the Head of Service in advance of the next meeting.
9. For HR meetings that are chaired by the Head of Service provide administrative support ensuring invite letters, statement packs are sent out in advance on time. Take formal minutes. Ensure outcome letters are sent in a timely manner.
10. Event organisation: ensure venues are sourced, organising structured programmes, scheduling speakers, monitoring attendance.
11. Book 1-1s and PDRs with Head of Services direct reports throughout the year.
12. Coordinate and complete the HR data requirements for the Head of Services’ direct reports e.g. appraisal, statutory/mandatory training, sickness & pay returns. Advise the Head of Service of any areas of non‑compliance.
13. Undertake ad hoc projects or other administrative duties as requested by the Head of Service.
14. Edit documents prepared in draft by Head of Service, ensuring the final version is clear, well written and presented well on the page. Use corporate formats.
15. Design and/or edit spread sheets as required, ensuring they are clear, accurate and understandable.
16. Use initiative to resolve minor queries and draft replies for checking and signature.
17. Ensure that financial systems are complied with for orders of goods or services, code invoices appropriately and monitor specified budgets.
18. Continually review own and team work procedures to develop and implement more efficient and effective ways of working.
We reserve the right to close this advert earlier than the published closing date if we receive a sufficient number of applications. Shortlisted candidates will be contacted within 1 week of the closing date; no discourtesy is intended in not contacting you if your application is rejected.
When completing your application, please include the email addresses and contact telephone numbers for your referees; your referees should be your line managers / course tutors for the last 3 years.
Equal Employment Opportunity
MCH is an equal opportunity employer that is committed to a compassionate and inclusive workplace and values diversity of all people. We prohibit unlawful discrimination and harassment of any kind and wish to provide our employees with a work environment free of discrimination and harassment. At the heart of our values, we seek to treat people fairly and with dignity and respect and provide a workplace where people feel they belong.
We aspire to have a diverse and inclusive workforce and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join MCH. We are positive about disability and we guarantee interviews to applicants with a disability who meet the minimum criteria as specified in the job description. We are committed to offering support and making reasonable adjustments to allow full participation in the interview and selection process and through their employee journey.
We are committed to the safeguarding and welfare of children and vulnerable adults.
What We’re Looking For
* Are you passionate to work more closely with the Adult Therapy and Phlebotomy teams?
* Are you an experienced administrator with excellent organisational skills and an eye for attention to detail, willing to go the extra mile?
* Are you able to deal with confidential and sensitive information in a timely manner?
* Are you flexible in response to individual managers’ needs/priorities?
* This is your chance to join a progressive and innovative group of services in a social enterprise that is patient and staff focused - you'll have the opportunity to become an MCH shareholder.
* We encourage staff to get involved in exploring new ways of working and service development.
* We'll provide appropriate training, one to one supervision, and appraisals with regular support.
* You'll be able to develop your skills within friendly and supportive teams.
Small Print
* Informal visits can be arranged on request.
* We will offer you the choice of two pension schemes; the NHS Pension scheme and the Scottish Widows group pension scheme.
* MCH encourages all staff to be double COVID vaccinated to protect themselves, their colleagues, their family and their patients.
Flexible Working
Would you like to work flexibly? In the NHS, we are reminded every day of how important work life balance is. As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us, for our patients and for you. Speak to us about how we might be able to accommodate a flexible working arrangement.
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