Personal Assistant

4 months ago

Telford, United Kingdom NHS Shropshire, Telford and Wrekin Integrated Care Board Full time

To prepare agendas, collate relevant documentation and take minutes and distributing notes of formal meetings, including sub committees, operational groups, working groups and partnership forums, including typing-up of group discussions and interviews, as necessary. To organise and plan events as necessary and support the development and publication of information material, sourcing venues and ensuring that they come within a stated cost envelope. To undertake administrative duties such as photocopying, scanning and mail-out distributions. To ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.

To support the Directorate with project management and participating in department events. To input, monitor and check data, required for finite and ongoing projects within the teams. To work with all team members in the collection of information for performance reporting on relevant team projects. To act as a point of contact for Director/Deputy Director and/or Directorate team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.

To supply the relevant information required for financial management, supporting the Directors and Directorate team by checking and sending invoices for payment. Ordering stationery as required. To run and collate reports which may include reports to the Board and senior management as required. To provide a central point for the coordination of FOI, Subject Access Requests, MP and complaint responses for the Directorate.

To undertake the role of the Information Asset Administrator for the Directors and Directorate. To develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team. To support staff recruitment and create new and maintain existing staff personal HR records for the Directors as directed, with particular reference to sickness absence, annual leave, appraisals and liaising where necessary with the HR function. To provide administrative support including when appropriate to all team members to support a range of directorate initiatives.

To work together with other administrators/PAs within NHS Shrosphire, Telford and Wrekin to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators general duties on the base. To provide guidance and advice on relevant policies and procedures. To participate in Research and Development activities as directed. To support the ICB Executive Directors PA and to work in a co-ordinated way with other PA/administrative colleagues as a pooled resource.

To provide ad hoc reception cover during periods of annual leave/sickness at Halesfield base, dependent on stated base. To carry out other appropriate delegated duties as required. Key Relationships The postholder will be required to establish constructive relationships with the following: Internal: Chief Executive and Chair Executive Directors/Directors Appointed Members of the Board Senior Managers Directorate team External: Senior managers and clinicians from - NHS Trusts & NHS Foundation Trusts NHS England/ Improvement Relevant national policy leads Local Government Sustainability and Transformation/ Integrated Care System partners Patients and their representatives and the wider public where appropriate Information Governance, Data Protection and Confidentiality All staff are expected to: ensure the confidentiality and security of all information that is dealt with in the course of performing their duties in accordance with the requirements of the Data Protection Act 2018 and adhere to the principles of Caldicott; be aware that the organisation operates a Code of Conduct for handling personal identifiable information. They should become familiar with the Code and keep up to date with any changes that are made.

Breaches of the guidelines in the Code could be regarded as gross misconduct and may result in serious disciplinary action being taken, up to and including dismissal; comply with and keep up to date with the requirements of legislation such as the Freedom of Information Act 2000 and Computer Misuse Act 1990; ensure that staff maintain that the confidentiality and security of all information that is dealt with in the course of performing their duties is in accordance with the requirements of the Data Protection Act 2018 and the principles of Caldicott; and ensure that staff are aware of their obligations under legislation such as the Freedom of Information Act 2000; Computer Misuse Act 1990, and that staff are updated with any changes or additions relevant to legislation. Equality and Diversity The organisation is committed to equality and diversity and works hard to make sure all staff and service users have access to an environ

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