HealthJobsUK

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The post holder will:

• Organise venues for meetings, on behalf of the Directors, as necessary, together with any required resources, such as stationery, flip charts and projectors etc.
• Participate in suitable staff development, appraisal and training opportunities, as appropriate, including planning, seeking and maintaining personal Continuous Professional Development (CPD) and mandatory training requirements.
• Maintain departmental filing systems, both electronic and paper based, to provide the safe, confidential, storage of documents and information and to ensure that systems are kept up-to-date and maintained in accordance with the relevant data protection and information governance procedures.
• Develop and maintain a network of key relationships, both internal and external, across the regional Integrated Care System (ICS), in order to help facilitate and enhance the performance of the Directors’ responsibilities.
• Support the Directors and PA to Directors in organising and coordinating meetings as required, including arranging meetings, drafting agendas, preparing and circulating papers, taking minutes and maintaining reporting schedules.
• Manage and forward plan diary commitments to ensure the optimal, most effective use, of each Director’s time and will resolve conflicting demands. This will involve making decisions on whether and when appointments are made, based on the issue involved, the needs of the caller and the workload priorities and commitments of the Directors.
• Provide a full effective and confidential personal assistant service to the Directors to help maintain the smooth running of the organisation.
• Within parameters agreed with the individual Directors, make judgments and take actions necessary to resolve enquiries, requests and issues raised by managers, staff and external organisations. This will include:
  • Researching, collating and providing them with information
  • Telephoning / meeting with them to explore and resolve enquiries and issues
  • Providing them with all necessary guidance and advice.
• Prepare presentations, reports and formal correspondence on behalf of Directors, as required. To include carrying out word processing, typing and audio typing as appropriate, ensuring that all correspondence is produced to a high standard.
• Prepare agendas and attend and minute meetings as required and ensure that the related action plans are prepared and updated with reported progress against each action.
• Co-ordinate the collation of all appropriate papers and reports for relevant meetings, ensuring that the papers are submitted by the appropriate staff and received in a timely manner, in line with the meeting’s Terms of Reference.
• Manage the emails for the designated directors, ensuring briefings and follow up actions take place and deadlines are met.
• Answer telephones, taking and forwarding messages and ensuring that all telephone callers receive a prompt, courteous, informed response.
• Receive, allocate, prioritise and dispatch both internal and external Executive departmental mail and ensure that any outgoing mail is handled in accordance with the relevant operational procedure.
• Photocopy, scan, collate, file and distribute documents as required and liaise with the divisional admin teams to ensure that office equipment within the department is appropriately maintained and kept in working order.
• Be responsible for maintaining adequate levels of divisional stationery and supplies for the executive department and for organising quotes and materials requisitions for general stationery requirements; ensuring that all procurements are prepared in accordance with the Atlas financial governance and procurement guidelines.
• Where appropriate, be responsible for holding, managing and reconciling petty cash.
• Process admin related invoices for the executive department and deal with any related invoice queries.
• Undertake ad hoc projects as directed and provide support for specific project work as required.
• Liaise with the information Technology (IT) department, in the ordering, maintenance and updates of all required computer equipment.
• Ensure that all departmental confidential waste is collected and disposed of in line with the appropriate Atlas procedures.
• Attend and contribute to the relevant divisional and admin team meetings.
• Co-ordinate events, including venue booking and catering where required.
• Deal with enquiries, by telephone, e-mail or written correspondence, initiating and coordinating responses where appropriate and prioritising correspondence for action as required.
• Participate and contribute to service improvement initiatives and seek to identify continuous improvement ideas.

Please Note:
This is not intended to be exhaustive and it is likely that duties may be altered from time to time, in the light of changing circumstances and following discussions with the post holder.
The post holder may be required to work across the Company at any time throughout the duration of their contract, which may entail travel and working at a different location.