Personal Assistant

4 weeks ago

Derby, United Kingdom NHS Derby and Derbyshire Integrated Care Board Full time

Job summary

Personal Assistant (Band 4) Posts to work with:

Post 1:

Director of Primary Care and the Director of Mental Health, Children & Young People and Learning Disabilities & Autism

(Monday - Friday -

Post 2:

Chief Pharmacy Officer

(Monday - Thursday - 30hrs)

An excellent opportunity for highly motivated and enthusiastic individuals to join the NHS Derby and Derbyshire ICB as a Personal Assistant. The roles will provide an efficient, high quality, professional, confidential and comprehensive administrative and secretarial support to the Directors/Chief Pharmacy Officer and their senior teams which will involve diary management, organising meetings, taking minutes, and organising and co-ordinating key tasks as well as working with and supporting the wider Admin team.

Please use the supporting information field in your application form to state which post you are applying for.

Interviews will be held face to face at The Council House, Corporation Street, Derby DE1 2FS on 3rd and 4th of June, 2024.

Main duties of the job

to ensure high quality administration and support is provided at all times provide a high level of administrative support, managing workload and taking decisions within defined administrative policies; preparation of agendas and minutes, taking appropriate follow-up action as required (this may include occasional preparation and minuting of committees where cover cannot be provided by an Executive PA; support the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department; plan and manage the Director's diaries ensuring their time is utilised to full effect and ensuring internal and external meetings are robustly organised; provide confidential and timely inbox management to their designated Director; produce high quality reports, presentations, letters and other correspondence on behalf of Directors; provide administrative support for Committees and Sub-Committees which are within the Directors remit; ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team; plan, prioritise and manage complex and conflicting workloads; work with other PAs within the team to ensure that appropriate cross cover is provided;

Please use the supporting information field in your application form to state which post you are applying for.

About us

At DDICB we are passionate about making diversity and inclusion part of our DNA. We have staff engagement forums, a diversity and inclusion network run by and for our people and aim for a workforce demography representative of the local community.

Together, we are building an inclusive culture, where difference is celebrated and people feel able to bring their whole self to work.

We are a disability confident employer andoffer a range of family friendly, flexible working arrangements and inclusive employment policies, to support our people in the workplace.

Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern.

If it works for the service, we will do our best to make it work for you.

Job description

Job responsibilities

Please use the supporting information field in your application form to state which post you are applying for.

Job Title : Personal Assistant

Band: Band 4

Responsible to: Executive Assistant

Accountable to: Director of Corporate Governance & Assurance

Location: The post holder may be required to work at any establishment at any time throughout the duration of their contract, normally at a location within the Joined up Care Derbyshire footprint, or as set out under the terms of their contract.

1. JOB SUMMARY AND KEY RESPONSIBILITIES The post holder is a key member of the Directors support team and is expected to work flexibly to ensure high quality administration and support is provided at all times, enabling the Director and team to work effectively and to provide and support a positive image of the ICB; The post holder will be responsible for a high level of administrative duties, managing their workload and take decisions within defined administrative policies; Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example: Preparation of agendas and minutes, taking appropriate follow-up action as required (this may include occasional preparation and minuting of committees where cover cannot be provided by an Executive PA); Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department; Plan and manage the Directors diaries ensuring their time is utilised to full effect and ensuring internal and external meetings are robustly organised; Provide confidential and timely inbox management to their designated Director; Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively; Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate; Undertake Loggist duties at both internal and external meetings including Strategic and Tactical meetings of the Derbyshire Resilience Partnership (DRP); Produce high quality reports, presentations, letters and other correspondence on behalf of Directors; Provide administrative support for Committees and Sub-Committees which are within the Directors remit; Ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team; Plan, prioritise and manage complex and conflicting workloads; Work with other PAs within the team to ensure that appropriate cross cover is provided; The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager; The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation. KEY WORKING RELATIONSHIPS

The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders;

Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to strategic leads; Work with members of the Team to develop and implement project data collection systems that will provide accurate and timely data; Communicate information and issues, including briefings and reports, to job manager, strategic lead/strategic manager as appropriate; Support working relationships between members of staff being mutually supportive with staff deputising and covering for each other when appropriate. EQUALITY, INCLUSION AND DIVERSITY

NHS Derby and Derbyshire ICB is fully committed to promoting inclusion, equality, diversity and human rights in employment and commissioning of services for the people of Derbyshire. The ICB is committed to providing an environment where all employees, visitors and patients whom services are commissioned for, experience equality of opportunity by means of understanding and appreciating the value of diversity.

The ICB works to eliminate all forms of discrimination in line with the Equality Act 2010, and recognises that this requires, not only a commitment to remove discrimination, but also action through positive policies to redress inequalities. The ICB actively encourages its employees to challenge discrimination and promote equality of opportunity for all. Employees of the ICB are required to comply with its policies, processes and procedures and must recognise the values around equality, inclusion, diversity and human rights.

SAFEGUARDING ADULTS AND CHILDREN

The ICB as a statutory NHS Body has a statutory duty to ensure adults and children are safeguarded. All staff within the ICB are required to attend safeguarding children and adults training in line with the Adult safeguarding: Roles and Competencies for Health Care Staff (2018) and Safeguarding Children and Young People: Roles and Competencies for Healthcare Staff (2019) and know who to speak to for advice, guidance and support if they are concerned about the welfare and safety of a child or adult.

All ICB staff are also required to adhere to the Derby and Derbyshire Multiagency Safeguarding Children and Adults Procedures.

Person Specification

Values and behaviours

Essential

Demonstrate the behaviours that underpin the ICBs core value of 'One Team'

Knowledge, Training and Experience

Essential

Knowledge, TraininEducated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience;g and Experience Significant administrative/ secretarial experience including initiating and maintaining office systems; Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access; Minute Taking Diary and email management Understanding of Confidentiality and Data Protection Act;

Desirable

Knowledge/experience of committee meetings Demonstrable experience in dealing with the public and dealing with sensitive and confidential information;

Communication skills

Essential

Clear communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering clear information/ instructions to staff and service users;

Autonomy

Essential

Ability to work without supervision and ability to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines.

Other

Essential

Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary;

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