Mental Health Partnership Administration Support

To provide and co-ordinate a comprehensive, confidential and high quality secretarial and administrative service for the Partnership Team. Responsible for the smooth and effective running of the administration and systems of office. The post holder will work on their own initiative, develop administrative systems, manage, and prioritise their workload seeking advice and escalating issues when required.

Engage with staff at all levels of seniority and therefore will demonstrate effective influencing and persuading, communciation and behaviours to ensure that deadlines are met.

Will be the main point of contact for the Partnership Manager and must ensure that a professional service is maintained at all times.

Organise and plan workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order to deliver targets and objectives.

Be proactive in managing electronic diary commitments for self and the Partnership team to ensure time is used effectively and take all necessary action to ensure that the Team are aware of appointments, changes etc.

Responsible for high-level co-ordination between the Public, Patients, Services and Senior Managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders. Responsible for producing agendas and papers, taking formal and informal minutes/action notes and distributing them as appropriate ensuring any actions are followed.

Manage incoming telephone calls and enquires, which may be of a complex and sensitive nature, exercising tact and diplomacy and ensure that appropriate action is taken. Ensuring that all calls are greeted bilingually by the team as appropriate.

At NHS Wales Shared Services Partnership we have high standards and expect everyone to embrace our values of Listening & Learning, Working Together, Taking Responsibility & Innovating, whilst ensuring trust, honesty and compassion are implicit in everything that we do.

We are adaptable, agile and flexible and pride ourselves on being a learning organisation - one where it is safe to make mistakes, where blame is replaced by opportunity, learning and improvement. innovation is built into everything that we do.

We recognise our people regularly and have an Appreciation Station, to encourage staff to applaud exemplary behaviour in one another, alongside an Annual Staff Recognition Award ceremony aligned to our values.

We respect and value our people and strive for a culture of compassion and inclusivity. We are a bilingual organisation, and we have a team of Change Champions who advocate ‘This is Our NWSSP’ our principal change programme. Similarly, PROUD is our new staff network welcoming LGBT+ colleagues and allies to come together in a safe space for discussions, event planning and the opportunity to build supportive networks.

We have a comprehensive benefits package where there is something for everyone, supporting health, engagement and wellbeing and includes an Employee Assistance Programme. We have over 30 Mental Health First Aiders and work in partnership with local and national organisations to ensure the well-being and resilience of our people.

Organise and plan workload, diary and commitments including all travelling and accommodation arrangements as necessary including the scheduling of formal and complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order to deliver targets and objectives.

Be proactive in managing electronic diary commitments for self and the Partnership team to ensure time is used effectively and take all necessary action to ensure that the Team are aware of appointments, changes etc.

Responsible for high-level co-ordination between the Public, Patients, Services and Senior Managers in order to initiate/produce reports, briefings, papers etc. for meetings and key stakeholders. Responsible for producing agendas and papers, taking formal and informal minutes/action notes and distributing them as appropriate ensuring any actions are followed.

Manage incoming telephone calls and enquires, which may be of a complex and sensitive nature, exercising tact and diplomacy and ensure that appropriate action is taken. Ensuring that all calls are greeted bilingually by the team as appropriate.

Manage and prioritise all incoming and outgoing correspondence (hardcopy and electronically) initiating responses on behalf of the team where appropriate, at all times demonstrating a high level of discretion and confidentiality while ensuring responses to deadlines are met.

Source and gather information in prioritising workload effectively to ensure deadlines are met to support the team.

Ensuring that all files and records are stored and retrieved appropriately.

Implementing and maintaining effective office systems and procedures, making maxim