Pa administrator

JOB SUMMARY PA to the Chief Officer To provide a comprehensive, efficient and professional PA support service, the post holder will support the Chief Officer and wider management team, working collaboratively with other members of the business support team in line with business requirements. The post-holder will manage the Chief Officers diary and meetings, requiring a high level of organisation and coordination as well as the ability to record, collate and produce accurate minutes or action points, in a timely manner.Key Responsibilities: - Ensure a positive working relationship with the Chief Officer and put in place key systems to enable the Chief Officer to have access to all necessary documentation, when working on and off site To ensure good communication channels, both internally and externally on behalf of the Chief Officer Prepare agendas and collate relevant attachments, attend meetings and take accurate minutes and action trackers for meetings chaired by the Chief Officer and/or corporate meetings as requested Ensure venues and technology are appropriately used and agenda, minutes, papers and action logs are distributed in a timely manner in accordance with the agreed deadlines. Act as a central point of contact for these meetings Maintain diaries using Microsoft Outlook to maximise and ensure effective use of the Chief Officers time. Dealing with short notice planning and last-minute changes, exercising good negotiation skills to secure mutually agreed outcomes Assist the Chief Officer by researching, obtaining and preparing information to produce reports and statistics as required To proactively manage actions required following attendance at meetings, ensuring that actions are disseminated to colleagues as appropriate with timely reminders in place for completion of the work To proactively forward plan submission of reports to Boards/Groups utilising forward plans, ensuring no surprises when agenda are issued and the call for papers is received To proactively forward plan on behalf of the Chief Officer Provision of copy typing as required Administrator The Administrator will support the wider team by helping to deliver an effective and competent level of administration. Monitoring of work requests delivered to a joint admin inbox will form the main part of the role and the post holder will ensure that jobs/admin tasks are completed in an accurate and timely manner, ensuring the high standards of Bury GP Federation are always maintained. Key Responsibilities - Monitor the joint admin inbox and help co-ordinate the allocation of work to the admin team - Assess, prioritise and organise own workload to ensure deadlines are observed and duties performed efficiently - Develop and maintain efficient office support systems and procedures to monitor updates and record task completion - To produce accurate, high-quality correspondence, reports and other documents as requested via the inbox - Professionally respond to telephone or in person callers, using personal judgement to action, problem solve and escalate as required, paying particular attention to confidentiality, information governance and public relations - Undertake ad hoc project work as and when required - Maintain all records (paper and electronic) in accordance with the Federations Records and Information Governance procedures. Ensuring version control is maintained across all documentation held by the organisation - To recognise the need for flexible working and be willing to undertake extra duties as a when required that are commensurate with the grade and responsibilities of the post. This will include providing cover for other staff within the admin team Skills Required Excellent organisational and problem-solving skills Self-motivated with a flexible and adaptable approach to meet various and often changing deadlines Previous experience in a PA/Administrator role and experience/competence in minute-taking and diary management Competent in all aspects of Microsoft Office applications including Microsoft Outlook Knowledge and understanding of confidentiality and GDPR regulations Experience of working in a previous NHS administration role would be an advantage Key Relationships - Chief Officer - GP Federation Board members and management team - PCN (Primary Care Network) Clinical Directors and boards - GPs and staff in shareholder GP practices - Senior management and clinicians across a range of provider and commissioner organisations, such as: Bury IDC (Integrated Delivery Collaborative) provider organisations GM Integrated Care Partnership Northern Care Alliance GM GP Federations Rochdale Bury LMC Other representative organisations Regulators Corporate Responsibilities This is a description of the job, as it is presently constituted. It is the practice of the federation to periodically examine employees job descriptions and to update them to ensure that they relate to the job as then being performed, or to incorporate any changes. This procedure is jointly conducted by each manager in consultation with their direct reports. The post holder will therefore be expected to participate fully in such discussions. The Federation requires that every supervisor and manager is aware of their duties and responsibilities for the effective management of the Federation. The Federation has in place various policies, which will be amended from time to time, and additional policies will be introduced as necessary. These incorporate certain aspects of roles and responsibilities which every employee is expected to carry out as diligently as possible. The post holder will therefore be required to undertake such duties and responsibilities as may reasonably be required and which are commensurate with the post holders grade/level in the Federation. This job description is indicative of the range of responsibilities of the post. It is not intended to be an exhaustive list of duties and the post holder may undertake other duties not specified within the job description but within the general scope of the post and as determined by management. Benefits Company pension Employee discount (Blue Light card) Modern office facilities (break room, café and kitchen) Free, secure, on-site parking Access to on-site Gym Sick pay (after qualifying period) Friendly team/work environment Walking distance to Bury town centre Easy access to motorway network