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Personal Assistant

4 months ago

York, United Kingdom Nimbuscare Ltd Full time

Job Title: PERSONAL ASSISTANT

Reports to: Head of Corporate Affairs

Accountable to: COO/Board of Directors

**Salary**: Salary 25K -28K - dependent on skills and experience.

Hours: 30 hours per week

**Job Summary**:
You will undertake tasks and duties delegated by the COO and Directors providing an efficient and effective administrative and personal assistant service.

You must always work within your own competence.

**Duties and Responsibilities**:

- Action any administrative tasks that fall within the remit of your role including the production of documents, presentations, and data reports.
- Filing, retrieving paperwork, and photocopying when required.
- Maintain efficient record keeping.
- Receive incoming and initiate outgoing telephone calls to facilitate timely and appropriate communications, taking messages when necessary.
- Appropriately acknowledge, signpost, or handle incoming queries.
- Coordinate and prepare for meetings/appointments on behalf of the COO/Directors, ensuring that agenda’s and materials are prepared in advance, including virtual meetings.
- Receive visitors for the COO/Directors as applicable and appropriately.
- Take accurate minutes of meetings, organising board agendas, and drawing up action logs as required.
- Diary management; scheduling, organising, and maintaining appointments.
- Booking and arranging travel, transport, and accommodation.
- Carry out research and present findings.
- Facilitate effective communication between the Member Practices and all levels of staff within them.

**Business responsibilities**:

- Maintain ethos and culture of Nimbuscare Limited and the practices in which you are based.
- Positively promote the business.
- Ensure rationalisation of resources.
- Attend in-house governance, educational and staff meetings as appropriate.
- Help plan, develop, and support the introduction of new working processes to optimise quality.
- To build and maintain relationships with other professionals, including GPs, GP surgery personnel etc.

**Safeguarding**:

- Be responsible for and committed to safeguarding and promoting the welfare of Adults-at-risk (vulnerable adults), children and young people and for ensuring that they are protected from harm.
- Be aware of your duties and responsibilities regarding current legislation and adhere to our policies and procedures on Child Protection and Safeguarding Adults.
- Recognise the types and signs of abuse and neglect.
- Ensure the Safeguarding Lead is alerted to, and kept fully informed of, any concerns you may have in relation to safeguarding adults, children, and young people.

**Learning and development**:
You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:

- Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.
- Working in conjunction with senior management, assess own learning needs and undertake learning as appropriate.
- Develop and utilise a written Personal Development Plan.
- Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information.
- Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments.
- Undertake mandatory and statutory training as required.

**Team working**:

- Understand own role and scope in the organisation and identify how this may develop over time.
- Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
- Accept delegation from senior staff, prioritise own workload and ensure effective time management strategies are embedded in own practice.
- Participate in team activities that create opportunities to improve customer care.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Participate and support local projects as agreed with the management team.
- Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence of those taking on delegated duties.

**Confidentiality**:

- While seeking treatment, customers entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this Job Description, you may have access to confidential information relating to customers, patients and their carers, Nimbuscare Limited staff and other healthcare workers. You may also have access to information relating to Nimbuscare Limited as a business organisation. All such information from any source is to be regarded as strictly con