Corporate Administrative Assistant
| Posting date: | 18 April 2024 |
|---|---|
| Salary: | £22,819.08 to £23,775.32 per year |
| Additional salary information: | £22819.08 - £23775.32 a year |
| Hours: | Full time |
| Closing date: | 09 May 2024 |
| Location: | Birchington, CT7 9HQ |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | B0082-24-0008 |
Summary
Corporate Administration Support Meetings Coordination To forward plan and manage meetings calendar for Finance & Performance Subcommittee and Operational Delivery Subcommittees. To co-ordinate and manage all administration tasks related to these meetings including minute taking, arranging venues/rooms, and ensuring the agenda and related documents are collated and circulated in a timely manner. To cover other business meetings if needed, such as Board. These may sometimes be outside of usual working hours which will require some flexibility. Taking accurate complex minutes or actions, ensuring decisions are recorded, referenced and future action is taken at the appropriate level. Ensure that meetings have a forward work programme, and actions are followed up and monitored regularly. PA Support to members of the Corporate Senior Management Team Provide a comprehensive and efficient administration support to members of the Corporate Senior Management Team as required. The Head of Business Assurance and Development will support the postholder with the management of this workload. Provide diary management, ensure that appointments are planned and coordinated, and run to schedule. The postholder will be supported to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities, or project plans. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively. Regular liaison with member of Corporate Senior Management Team to ensure awareness of priorities. Organise and support the production of reports, papers, presentations, and other similar documentation in accordance with requirements of the team. Follow up and take forward any key pieces of work as directed by the Head of Business Assurance and Development. Assurance To support the administration of the Strategic Objectives spreadsheet during Senior Management Team meetings. To assist in the creation of, and the timely submission of, additional reports for Invicta Health services as required. These may be used to support the Senior Management Team in decision making and in the production of reports for assurance. To assist in the maintenance of the Service Contract Tracker, detailing each of the service contracts and the KPIs (Key Performance Indicators) required for each service. To provide support with due diligence of new business opportunities. To assist in the collection, input and reporting of data relating to specific areas within the organisation as guided by the Head of Business Assurance & Development. Risk Register To provide administrative support in the maintenance of the Corporate Risk Register. Policy and Protocol Maintenance To assist in the maintenance of the Policy and Protocol spreadsheet tracking when documents are due for review. To assist in updating documents following ratification with regards to formatting, version control and ensuring documents are accessible to staff. Insurances, memberships, leases and registrations To be aware of the monitoring of these and assist as needed including maintenance of Contract Compliance Spreadsheet. Assist with any other related tasks as needed. Administration Support & Communication To work within the wider administration team and support with the answering of the telephones and email queries. Help to monitor the Invicta Health inbox and action/forward or refer as appropriate. Support the Senior Management Team with formatting and distribution of organisation wide communications. Maintain confidentiality at all times and understand the importance of accuracy and excellent data quality. Support the corporate administrative team with internal and external enquiries, responding to telephone calls, e-mails, and other channels of correspondence, using initiative to action/forward or refer as appropriate. Assist with any corporate branding tasks as needed. Support with back end of the website during periods of leave of the Corporate Affairs Manager. Develop and maintain databases as required by the role. To maintain a professional manner as a point of contact with external providers as required. General Duties To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships. To contribute to the development of services, including processes, templates and principles. To ensure that strict confidentiality is observed at all times, especially when dealing with personal information. To take part in any statutory and mandatory training or other training and development programmes as requested. Any other reasonable duties as directed by your line manager. Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review. Full terms and conditions of employment will be issued if an offer of employment is made.