Personal Assistant

NEMS Community Benefit Services Ltd; Mansfield, Nottingham; Hybrid; GBP 25,000 - 35,000; Part time

Job summary

A community-focused healthcare organization in England is seeking an Executive Assistant to provide comprehensive administrative support to the Executive team. The role involves managing diaries, coordinating meetings, generating reports, and maintaining professional standards. Ideal candidates should possess excellent interpersonal skills and be proficient in Microsoft Office. Flexibility in working arrangements is offered.

Qualifications

• Proven ability to form and develop effective relationships with internal staff and external parties.
• Experience of delivering high-quality administrative support.
• Experience of producing communications documents for external audiences.

Responsibilities

• Manage and organize Executive diary for appointments and meetings.
• Generate correspondence, reports, minutes, and documents with high accuracy.
• Support the Chief Executive in arranging formal Board meetings.

Skills

Microsoft Office proficiency

Excellent interpersonal skills

Organizational skills

Communication skills

Job description

Thepost holder will be proactive in organising the full range ofadministrative/secretarial support to the NEMS Executive.

Pro-active, efficient and effective diarymanagement for appointments and meetings (face to face or on via MicrosoftTeams) allowing sufficient free time for Director[s] to fulfil theirresponsibilities. Where appropriate todelegate non-essential meetings to relevant members of the Executive directreports.

Undertake a proactive approach toplanning/rescheduling meetings, and responsibility for organisingmultidisciplinary meetings and events as required.

Main duties of the job

The activities may vary according to Executive team requirements, but willinclude some of the following:

Supporting the Chair and Non-Executive Directorsas required

Review, sort, prioritise and respond to emailcorrespondence, providing draft responses (where possible) and incollaboration/agreement with allocated Directors, managing their email inbox towork more effectively and efficiently with the Directors working pattern.

Generate correspondence, reports, minutes andformal documents, keeping up to date and using appropriate software with a highlevel of accuracy, creativity, whilst adhering to agreed house-style to producehigh quality documents from written, recorded, dictated material, etc.

Collate and coordinate information and takeminutes/record actions where required for any other meetings not mentionedelsewhere.

Plan and prioritise own workload and activitiesto meet required deadlines.

Create, manage and maintain effective systems toproactively manage Directors priorities and business as usual/mandatorymanagement responsibilities.

Use initiative to manage conflicts of work,ensure timely communication with affected individuals and escalatingunmanageable conflict to line manager.

Act as an ambassador for the Executive Team,ensuring professional standards, discretion, confidentiality andapproachability alongside a friendly adaptable style of communication.

About us

NEMS CBS is a highquality, high performing; not-for-profit organisation which delivers integratedurgent care and urgent primary care services to over 1 million patients.Responsive, adaptable and continually evolving, we have a reputation fordelivering locally-tailored, safe, effective and cost efficient services withhigh levels of patient satisfaction.

We are committed toinvesting in our people and have an established programme of learning anddevelopment, successfully developing our own Urgent Care Practitioners andAdvanced Clinical Practitioners.

NEMS currently operates 3main services: (1) Integrated Urgent Care across Nottinghamshire serving apatient population of over 1 million, including home visiting, remoteconsultation and clinical assessment services; (2) Urgent Treatment Centre primarycare provision located within the A&E Department at QMC, (3) A 24-hourwalk-in urgent primary care service adjacent to Kings Mill Hospital A&E,Mansfield.

NEMS is committed to theNHS Values (as set out in the NHS Constitution March 2015).

Job responsibilities

Core Activities:

The activities may vary according to Executive team requirements, but willinclude some of the following:

Pro-active, efficient and effective diarymanagement for appointments and meetings (face to face or on via MicrosoftTeams) allowing sufficient free time for Director[s] to fulfil theirresponsibilities. Where appropriate todelegate non-essential meetings to relevant members of the Executive directreports.

Undertake a proactive approach toplanning/rescheduling meetings, and responsibility for organisingmultidisciplinary meetings and events as required.

Specifically support the Chief Executive andCompany Secretary in arranging formal Board meetings, formulating agendas,collating and distributing papers and minute taking.

Supporting the relevant Executives to arrangemeetings for sub-Committees of the Board, formulating agendas, collating anddistributing papers and minute taking.

Supporting the Chair and Non-Executive Directorsas required

Review, sort, prioritise and respond to emailcorrespondence, providing draft responses (where possible) and incollaboration/agreement with allocated Directors, managing their email inbox towork more effectively and efficiently with the Directors working pattern.

Generate correspondence, reports, minutes andformal documents, keeping up to date and using appropriate software with a highlevel of accuracy, creativity, whilst adhering to agreed house-style to producehigh quality documents from written, recorded, dictated material, etc.

Collate and coordinate information and takeminutes/record actions where required for any other meetings not mentionedelsewhere.

Plan and prioritise own workload and activitiesto meet required deadlines.

Create, manage and maintain effective systems toproactively manage Directors priorities and business as usual/mandatorymanagement responsibilities.

Use initiative to manage conflicts of work,ensure timely communication with affected individuals and escalatingunmanageable conflict to line manager.

Act as an ambassador for the Executive Team,ensuring professional standards, discretion, confidentiality andapproachability alongside a friendly adaptable style of communication.

Be an information systems user as required byrole (training provided).

Contribute to monthly team meetings as required.

Act as point of contact for the Directors andmanagement.

Ad hoc duties/tasks as required by the Director,where not unreasonable as part of the role.

Foster good working relationships with allpartners both within the organisation and across organisational boundaries andliaise as appropriate.

MAIN DUTIES AND RESPONSIBILITIES

Further Details

Board Meetings

Support the Chief Executive and Company Secretary inarranging Board meetings, formulating the agendas, collating and distributingpapers, and minute taking

Committee managementduties

The postholder will arrange Board sub-Committeemeetings in liaison with the appropriate Executive members and Chairs,including formulating the agendas, collating and distributing the papers, andminute taking.

Agile working Appropriately challenge requirementfor minuted meetings, where not required for risk/governance purposes, suggestworkable, time-saving alternatives, e.g., Action/Decision logs.

Communication

Strong communication skills written and spoken.

Establish and maintain good working relationshipswith the colleagues and contacts internal/ external.

To manage all forms of communication with high levelof tact, professionalism, diplomacy and empathy and, when appropriate, in linewith the complaints procedure.

Develop an extensive knowledge of administrativeprocedures to advise and support the directorate, sharing information asappropriate.

Working as part of a Team

Maintain and regularly update a workplan and makeavailable for Executive members.

Identify and actively contribute to improvements/developments within the organisation, e.g., administrationprocesses, flexibility of working arrangements, standard operating procedures.

Adopt and share knowledge of technology, sharing anyopportunities to improve service levels within the organisation.

Work flexibly within working hours to ensure the requirementsare appropriately covered and supported.

Technical Skills &Personal attributes

Excellent Microsoft Office software skills in Word,PowerPoint, Excel and Teams.

Excellent knowledge of ESR system to support othersin the team/directorate.

Be an information systems user as required (trainingprovided).

Champion for rollout of new/updated software(training provided).

Excellent organisational and administrative skills.

Team player.

Positive, forward thinking.

Reliable, resilient and adaptable to change.

Managing Self

Manage your personal development and goal settingwith your line manager using the Trust Appraisal process and agreed timetable.

Comply with all organisational policies, proceduresand protocols.

Participate in team meetings.

Complete all mandatory training.

Act responsibly and in line with the organisationsprocedures when using work equipment and materials.

Carry out duties with due regard to the OrganisationsEqual Opportunity Policy.

Seek advice and support from your line managerwhenever necessary.

Person Specification

Experience

• Proven ability to form and develop effective relationships with internal staff and external parties.
• Personal values aligned to NEMS core values
• Strong communicator with excellent interpersonal skills
• Flexible and proactive approach
• Ability to work under pressure with a calm and measured approach
• Experience of delivering high quality administrative support
• Experience of producing staff communications, presentations etc
• Experience of producing communications documents for external audiences
• Experience of working with other partners to deliver high quality products
• Experience of developing and supporting social media communications projects
• Experience of delivering proactive support and guidance on corporate communications
• Ability to work flexibly across home-based and sites.

Qualifications

• Experience working in communications, PR or media environment

Skills

• Microsoft Office proficiency and knowledge of other IT systems relevant to the role
• Organise self and use own initiative.
• Excellent interpersonal skills and empathetic

Part-time,Flexible working,Home or remote working,Compressed hours