Personal Assistant

3 weeks ago

Warwick, United Kingdom Coventry & Warwickshire Integrated Care Board Full time

An opportunity has arisen for a Personal Assistant & Team Admin to support the Directors of Finance within the Finance Office at the Coventry and Warwickshire Integrated Care Board.

Please refer to the Job description and the Person Specification for details of the role and the skills, qualifications and experience required. Expected start date of April 2024.

The interview will include an administration test.

2. To act as a Personal Assistant and provide comprehensive administrative support to the team. Work as part of a team to ensure provision of a smooth and efficient service. This includes diary management, audio typing, producing agendas, letters, reports, minutes, compiling spreadsheets and chasing up action points from meetings

3. To arrange appointments, meetings and workshops, book rooms and refreshments as and when required, dealing with all the practical arrangements, layouts, audio visual requirements and setting up equipment etc.

4. To undertake administrative work for relevant meetings as requested, involving attendance at meetings to take minutes, production of accurate minutes, ensuring that all paperwork is prepared and distributed prior to each meeting

5. To prepare agendas and reports as required, ensuring correct format and accuracy and that follow up action is taken

We aim to be a great place to work and have many initiatives in place to support staff. In line with the Equality Act 2010, our organisation has an Equality, Diversity & Inclusion Group which meets on a monthly basis and has representation from a wide range of staff groups and supports a fairer and more diverse workplace for everyone.

The ICB has a Wellbeing Warriors group which has recently received Bronze level accreditation for Thrive at work and is working towards Silver accreditation. The Wellbeing warriors focus on physical, mental and emotional health of all staff providing tips, resources and webinars to support and educate staff from senior management to administrators about their wellbeing.

The ICB also has an Equality, Diversion and Inclusion Group to discuss current workplace plans and procedures which you are welcome to join.

To deal with incoming and outgoing mail passed from Reception, sort and distribute accordingly

To act as first point of contact for visitors and callers for the team when required, dealing with all incoming queries answering enquiries where appropriate, using own discretion, taking messages and redirecting as appropriate ensuring an efficient and professional approach

To monitor the progress of any assigned tasks for the DoF's on meeting trackers to ensure they are responded to by the specified deadline

To assist with the production and presentation of audio visual presentations when required, ensuring accuracy and layout

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