Pa Within Executive Office Team

To provide a comprehensive, professional PA service covering all aspects of secretarial, administrative and organisational support primarily to the Council of Governors and the Networks within the organisation.

As a PA within the Executive Office Team you will be expected to support and provide direction to other administrative staff within the directorate to ensure administrative support operates efficiently and effectively.

Workload

Point of contact - professional

Diary (Travel and accommodation)

Telephone calls

Organise complex and formal meetings

Project work

Deadlines

Bring forwards

Membership

Monthly database updates and sending out of membership certificates

Minutes, agendas, actions, equipment, venues

Organisational networks

Council of Governors Meetings

Collation of data and information

HR hearings and investigations

Attendance and note taking

Typing correspondence, reports, presentations

Annual leave & service cover

Support events.

Provide is a Community Interest Company (social enterprise). We deliver a broad range of health and social care services in the community, and are committed to making sure that they are safe, responsive and of high quality. Provide is owned by its employees and has primarily social objectives. Any profits we make are reinvested into the local community or back into delivering services.

We work from a variety of community settings, such as community hospitals, community clinics, schools, nursing homes and primary care settings, as well as within people’s homes to provide more than 40 services to children, families and adults across Essex, Dorset, East Anglia and the North of England.

A highly respected, award winning health and social care provider. We expect our staff to demonstrate and uphold our values at all times:
**Vision**: Transforming Lives

**Values**: Care, Innovation and Compassion

**Mission**: An ambitious, employee owned social enterprise, growing in size and influence. We transform lives by treating, caring and educating people.

Provide is an equal opportunity employer committed to building a team that represents a variety of backgrounds, perspectives and skills, proud to have LGBT+ and Ethnic Minority Networks.

Eligible for NHS Pension
- Maintain and update members list to allow Link Governors to keep up to date with leavers and joiners from their area.
- Manage, triage and respond to the Governors inbox.
- Undertake various administrative duties related to Governor meetings E.g. Council of Governors meeting, Strategy Implementation Group, Action plans, External meetings - CIC Catch Up.
- Undertake various administrative duties related to Governor initiatives E.g. Governor away day, Governors Strategy, Members Feedback review, Newsletter, Link Governors.
- Advise Finance and members of agreed Community Grants/match funding, Maintain match funding spreadsheet.
- Run monthly prize drawer and advise winners.
- Manage digital member feedback activity and alert FRG ** NEW SYSTEM coming**.
- Manage Governors database (teams files), keep track of Governor terms, track of attendance at meetings.To organise and plan the workload, diary and commitments (including all travel and accommodation arrangements as necessary) relating to the Council of Governors, including the scheduling of formal and complex meetings, ensuring deadlines are achieved and there is a flow of workload.
- To source and gather all relevant information in order to prioritise workload and make decisions regarding conflicting demands for appointments, based on a sound knowledge of the priorities and deadlines involved in the directorate.
- To co-ordinate and facilitate meetings, producing agendas and papers, taking and transcribing formal and informal minutes and distributing them as appropriate, ensuring any actions are undertaken and follow up as required. This will also include transporting and setting up equipment, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.
- To ensure that Provide Membership is kept up to date with the smooth running of the processes in place and ensure that certificates are sent out to new members on a monthly basis.
- To support sensitive HR meetings i.e. capability and disciplinary meetings. You will take comprehensive notes at the meeting and then produce a final draft to be checked and signed off by a Senior Manager.
- To facilitate effective liaison with people at all levels both internally and externally to the organisation. Provide a professional, effective liaison with external or partner organisations i.e. Commissioners, Government departments, MPs and suppliers of services.
- To provide comprehensive PA/secretarial service, including accurate note taking, copy typing and professional presentation of a range of correspondence, reports, etc. for internal and external use, often to tight deadlines. This will include the preparation of reports, using charts produced through Excel