Executive and Committee Administration Officer

3 weeks ago


Manchester, United Kingdom Parliamentary and Health Service Ombudsman Full time

**Details**:
**Reference number**:

- 256483**Salary**:

- £31,934**Job grade**:

- Other**Contract type**:

- Permanent**Type of role**:

- Administration / Corporate Support
- Other**Working pattern**:

- Full-time**Number of jobs available**:

- 1Contents

Location

About the job

**Benefits**:
Things you need to know

Location
- Manchester, North West England, M2 3HQAbout the job

**Job summary**:
We are the Parliamentary Health Service Ombudsman, an independent national ombudsman service. We are here to make final decisions on complaints that are yet to be resolved by the NHS in England, UK government departments, and some other public organisations.

We do this fairly and transparently without taking sides, and our service is completely free

**Job description**:
To support colleagues in the Executive Office and Governance Team by undertaking governance functions and providing administrative support to senior leaders and colleagues.

**Reports to**: Assistant Private Secretary

**Main Duties**
- Support the process by which PHSO achieves compliance with legislative, regulatory, policy, process, procedures and governance guidance requirements.
- Support the administration of internal control systems, the corporate calendar of business, the Governance Framework and other records required for efficient governance (for example declarations of interest).
- Assist the Executive Office and Governance Team in supporting the Ombudsman, Committee Chairs, Chief Executive, Board Members, Executive Team, Senior Leadership Team and auditors. This includes creating forward plans, sending meeting invites, circulating agendas and supporting documents and attending and minuting meetings where required.
- Assist in the delivery of key in-person meetings where required, supporting set-up, delivery and closing.
- Work with colleagues supporting the Ombudsman and Executive Team by managing diaries, commissioning papers, managing correspondence, booking travel and accommodation, and providing general admin support.
- Use and maintain the secure document management system for storing official documents and records, drawing on this to assist in responses for requests for information.
- Undertake other administrative functions related to the Board including appointments and induction of new Non-Executive Board members.
- Manage the maintenance of the governance sections of the PHSO website and intranet pages.
- Manage the administration of informal team rotas when required e.g. during Christmas and school holidays.
- Assist in providing updates to Board members and the Executives on developments in governance practice.
- Assist in keeping the Governance Workplan updated.
- Provide cover where required for colleagues in the team.

**Generic Duties**
- To support and engage with change in own area and within wider PHSO
- To participate in learning & development activity and professional development as required in relation to the role
- To contribute to an environment of continuous improvement and excellence
- To provide excellent customer service to all internal and external stakeholders
- To take decisions in accordance with the role’s delegated authority under the casework and/or non-casework delegation schemes
- To ensure all legislative, regulatory, policy, process, procedures and guidance requirements of PHSO are adhered to and appropriately evidenced to the role’s line manager
- To promote and support the PHSO’s vision and values
- To complete any other duties commensurate with the role

**Person specification**:
**Knowledge and Skills**
- An awareness of public administration (central government in particular) or the NHS and the context in which it operates
- Knowledge of standard layouts employed in preparing reports, minutes, and general correspondence
- Excellent communication skills, both verbal and written
- Excellent planning and organisational skills
- Excellent problem-solving skills

**Experience**
- Experience of providing excellent administrative support, including diary management, organising meetings, and minuting meetings
- Experience of prioritising effectively in a fast-paced environment
- Experience of building and maintaining strong relationships at all levels
- Experience of analysing complex written material and summarising key issues

This job description is not intended to be exclusive or exhaustive. It is an outline indication of the areas of activity and may be amended to reflect the changing needs of the organisation. Post-holders are expected to undertake other duties and responsibilities commensurate with the nature, level, scope, and grade of the post.

**Benefits**:

- An environment with flexible working options
- A culture encouraging inclusion and diversity
- A Civil Service pension with an average employer contribution of 26.6%
- 30-day holiday entitlement, + 2.5 extra statutory holidays on top of the normal public and bank holidays

Things you need to know

**Selection process deta



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