PA to FISS Leadership Team

Job summary

To provide an efficient, effective, confidential and comprehensive personal administrative support to the Divisional Operations Director, Divisional Director and other senior managers within the Family & Integrated Support Services (FISS) Leadership Team.

The post holder will be required to proactively forward plan, manage office systems with the ability to communicate effectively at all levels.

Main duties of the job

To provide a high quality, comprehensive and responsive secretarial service and administrative support to the FISS Leadership Team. To assess, prioritise and action own workload and delegate work appropriately. To autonomously assess priorities and manage incoming mail, responding and redirecting for appropriate action on behalf of the FISS Leadership Team and senior managers. Respond to telephone enquiries and emails using personal judgment to action and problem solve appropriately. Proactively manage the assigned Directors and senior managers diaries and 'bring forward' systems in an effective and efficient manner, anticipating their requirements, responding to changing circumstances and demands on their time, and ensuring that they are fully prepared for meetings and other diary commitments. To take responsibility for organising internal meetings, drafting agendas, collating papers, room bookings, circulation of papers in a timely manner and ensuring that appropriate equipment is available. Effective minute taking for meetings led by the FISS Leadership team and ensure that these are completed and distributed in a timely manner. To ensure MPA and sickness are processed on ESR in a timely manner. Manage annual leave, study leave and sickness leave for Senior Managers and Consultants within FISS Division. Ensure the senior management team are reminded of key deadlines and timescales for key pieces of work and planning

About us

We are dedicated to fostering diversity and inclusivity within our workforce and warmly welcome applications from individuals of all backgrounds, with a particular emphasis on encouraging those from disabled, Black, Asian and Minority Ethnic (BAME) communities, as well as candidates from our local area.

As part of our commitment to supporting our employees we offer a range of benefits including:

Generous annual leave entitlement starting at 27 days and increasing to 29 days after five years of service and 33 days after 10 years of service, in addition to the national Bank Holidays (pro-rata for part time staff); Membership of the NHS Pension Scheme: Flexible working opportunities; Enhanced hourly rates for unsociable hours night shifts, weekends, bank holidays; Opportunities for career development and training to help you progress in your role; Wellbeing support and activities to promote a healthy work environment; Access to our in-house physiotherapy service; On-site canteens offering subsidised meals; Subsidised staff parking (currently free); Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough

We strive to create a supportive and inclusive workplace where employees feel valued and empowered to excel in their roles. Join us and become part of a team dedicated to making a positive difference in our community.

Job description

Job responsibilities

To provide a high quality, comprehensive and responsive secretarial service and administrative support to the FISS Leadership Team. To assess, prioritise and action own workload and delegate work appropriately. To autonomously assess priorities and manage incoming mail, responding and redirecting for appropriate action on behalf of the FISS Leadership Team and senior managers. Respond to telephone enquiries and emails using personal judgment to action and problem solve appropriately. Proactively manage the assigned Directors and senior managers diaries and bring forward systems in an effective and efficient manner, anticipating their requirements, responding to changing circumstances and demands on their time, and ensuring that they are fully prepared for meetings and other diary commitments. To take responsibility for organising internal meetings, drafting agendas, collating papers, room bookings, circulation of papers in a timely manner and ensuring that appropriate equipment is available. Effective minute taking for meetings led by the FISS Leadership team and ensure that these are completed and distributed in a timely manner. To ensure MPA and sickness are processed on ESR in a timely manner. Manage annual leave, study leave and sickness leave for Senior Managers and Consultants within FISS Division. Ensure the senior management team are reminded of key deadlines and timescales for key pieces of work and planning. Maintaining of local rotas ( senior manager rota, FISS loggist rota) Management of documents which will include maintaining individual and central filing systems ensuring they are kept up to date, archived and culled on a regular basis. Providing administrative support to the divisions local improvement plans and staff initiatives Maintaining personnel files for the Directors direct reports and providing administrative support for recruitment processes as required. Communicate with Directors, medical staff, managers and other staff within North West Anglia NHS Foundation Trust, other hospitals and outside organisations on a regular basis, taking messages, organising meetings, acting on actions and dealing with issues/queries appropriately. Ensure all Alerts are actioned appropriately. Manage and order stationery, equipment and consumables.

Communication

Be the first point of contact for all enquiries relating to the FISS Leadership Team, initiating and coordinating communications and responses as appropriate. Responsible for handling telephone enquiries and other communications with tact, diplomacy and confidentiality at all times. To oversee the development and updating of the FISS pages on the Trust Intranet. Using initiative and knowledge to assess each situation and deal with accordingly, seeking guidance as required. Be responsible for liaising with the FISS Leadership Team and other Trust personnel along with external contacts to obtain information and update reports in a timely fashion. Be aware of information required by other departments within the hospital as well as partner organisations, communicating effectively with the staff involved. Manage emails effectively and in a timely way and ensure that high priorities are escalated to the FISS Leadership Team. Liaise with the HR Business Partner and the Finance Business Partner and be the point of contact for relevant issues

Organisation

To work flexibly and liaise with members of the admin team to maintain and ensure the smooth running of the Department, including providing cover during staff absences. To work closely with clinical teams and other departments within the organisation as appropriate. Ensure that you have an awareness of current issues within the FISS Division and in other areas of the Trust. Support the Leadership Team to ensure that they complete designated actions from meetings in a timely way. Type letters, report and any other documentation required to a high standard using the full suite of Microsoft Office applications. To work unsupervised and proactively as part of a team and with colleagues within the Division using initiative, tact and confidentiality. To assist in the collection of data for statistical and administrative purposes.

Human Resources

Manage sickness absences in line with Trust Policy.

Training and Education

Ensure mandatory training is kept up to date. Undertake theoretical and educational training as appropriate to the role. To further develop IT skills as required fulfilling the responsibilities of the post. Support less experienced staff and to lead by example. Person Specification

Education & Qualifications

Essential

GCSE Maths and English (A to C) or equivalent NVQ Level 3 or equivalent experience RSA Typing/word processing qualification or experience

Experience

Essential

Previous Admin Experience Experience of working with staff at all levels Diary management experience Preparation for meetings and minute taking Understanding the importance of maintaining confidentiality

Desirable

Previous experience of working in the NHS Experience of Managing staff

Skills & Knowledge

Essential

Communication skills; both written and verbal Proficient in using word, excel and powerpoint

---