Administrator and Personal Assistant in Hereford

This is a re-advertisement. As the role requirements remain unchanged, previous applicants should only reapply if they can demonstrate additional relevant experience or development.

As part of an exciting team whosupports education and training for Primary Care teams, this is a varied andpivotal administrative role

NHSE Training Hubs lead on innovative approachesto training and development for Primary Care. We support those on thefrontline to be able to deliver safe and caring services for patients. Wework across Herefordshire and Worcestershire. Linking with PCNs and practicesto offer workforce planning, staff development and training for all staff. Weare commissioned by the NHS via NHSE.

The administrator roleis varied and rewarding supporting senior management and educators withprojects and programs. The role allows creativity and innovation with eventarrangements, website involvement, schools events, supporting curriculumplanning and data collation. In addition there are the more traditionaladministrative duties such as minute taking and diary management.

* This is a fixed term position for maternity cover*

*This position operates on a Hybrid model working at Nelson House, home and training venues across Herefordshire andWorcestershire*

Main duties of the job

We will consider applications from who those who do not havedirect primary care experience, if they reflect strongly against the othercriterias listed.

Supporting the SeniorManagement Team and Educators in the Training hub team with administrativefunctions to include minute taking, responding to email/telephone queries,data collation etc.

Supporting,co-ordinating and arranging a variety of events such as schools and collegescareers days, educational events and award events.

Developing own ideas,either leading, with support or as part of a team.

Giving administrativesupport to educators with CPD accreditation, course development etc.

Leading on updates tothe website, newsletters and other comms.

Support Data collectionfor a variety of reporting metrics for NHSE/ICB and other commissioningbodies. In particular around workforce metrics.

Ensure the effectivedeployment of the senior teams time (including diary management,correspondence, arranging meetings and events, assembling agendas and meetingpapers and other core tasks).

Liaising with a widerange of internal and external stakeholders.

About us

Taurus Healthcare was established in 2012, as the provider arm of the GP Federation serving 185,000 patients in Herefordshire. Founded and owned by the partners of the entire Herefordshire Primary Care community, Taurus is focused on providing excellent out of hospital services for patients. Our ethos is to provide high quality and cost-effective health outcomes that are delivered as close as possible to the patients home, whilst ensuring that patients who do require in hospital services are seen as quickly and effectively as possible.

At Taurus Healthcare we strive to create a diverse, inclusive workplace, and welcome applications from candidates from all backgrounds including those from Military Veterans and family members of serving personnel.

Taurus Healthcare offer many employee benefits, such as:

• Access to a generous NHS pension scheme with 23.78% employer contribution.
• 33 to 38 days annual leave entitlement, including bank holidays, depending on service (pro rata for part-time staff).
• Access to an extensive Employee Benefits Programme (Vivup) offering:
• 24/7 access to counselling services
• Salary sacrifice scheme for cars and bikes
• Access to a wide range of discounts from national retailers
• Access to the Blue Light extensive discount scheme.

Due to current licence limitations, visa sponsorship is not available for this position. Applicants must already hold the right to work in the UK.

Job responsibilities

JOB PURPOSE

• Supporting the Senior Management Team and Educators in the Training hub team with administrative functions to include minute taking, training hub telephone queries, data collation etc.
• Ensure the effective deployment of the senior teams time (including diary management, correspondence, arranging meetings and events, assembling agendas and meeting papers, minute taking and other core tasks).
• Support Data collection for a variety of reporting metrics for HEE, NHSE/I and other commissioning bodies. In particular around workforce metrics.
• Supporting, co-ordinating and arranging a variety of events such as schools and colleges careers days, educational events and award events.
• Liaising with a wide range of staff both inside and external to the business.

KEY RELATIONSHIPS

Internal

Training Hub staff core team and educators

Business and Project Development Manager

IT team

Business Intelligence team

Finance team

Quality team

Director of Nursing and Quality

Communications team

HR team

External

General Practice

Primary care partners such as PCNs and other federations

ICB

Universities in particular Worcestershire, Wolverhampton and Birmingham City

Training providers

Communications teams in partner organisations

Commissioners at HEE, NHSE/I and other commissioning bodies

Main Responsibilities

The main responsibilities are set out below.

• Provide a full range of Personal Assistant and administration duties, including the taking of dictation and minutes, typing of correspondence and preparation and distribution of reports and other documents. To produce accurate work to a high level of presentation whilst working to tight timescales and deadlines.
• Following meetings to ensure that any follow-up action is identified, logged and proactively taken forward, prompting colleagues about action needed, as necessary.
• Handle sensitive queries in writing, by telephone or in person from colleagues, partner organisations, education providers and commissioners in an effective, sensitive manner as a representative of the Training Hub and Taurus Healthcare, to reflect a positive image. To be aware of sensitivities and reflect and interpret these accordingly wherever appropriate.

Support the senior team with data collation for workforce metrics and project/program data.

Use own initiative to determine what help can be provided to the senior team, to support and assist and act accordingly.

To assist in the production of documents, charts, tables, etc., by use of Microsoft IT Packages, e.g. Word, Excel, PowerPoint and use Outlook to disseminate certain information/documents by Email.

Provide project/program administrative support for senior team.

Provide project/program administrative support for educators as delegated by the senior team.

Support the training hub team members with any other administrative tasks as required such as correspondence, reports and presentations.

Support with planning, co-ordinating and facilitating meetings.

Management of electronic diaries. In particular PA function for the Chief Training hub Officer. Manage the diary in a constructive and supportive way and prepare appointment schedules. Re-schedule appointments in response to changing demands. Arrange conferences and time outs which may include production of draft agendas, arranging speakers and equipment, ensuring any relevant deadlines are factored in.

Carry out research on behalf of the senior team through use of the internet and other media in respect of varying issues.

• Use the information technology available to communicate effectively within the organisation and to deliver a high standard of performance within the role. Including the day to day updating of website materials and request to IT support services where required.

Ability to work flexibly providing cover to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately.

To actively participate in any developmental work.

*A full Job Description & Person Specification is attached to this advert*

Person Specification

Skills

• Excellent communication skills, writing clearly for a range of audiences.
• Ability to deliver to agreed deadlines.
• Excellent organisational skills.
• Ability to work independently or as part of a team.
• Competent use of Microsoft Office programmes.
• Has a responsive, solution focused approach to addressing issues and barriers.
• Able to build and sustain good working relationships.
• Ability to utilise project management template to facilitate delivery, monitoring and reporting.
• Good level of accuracy and attention to detail.
• Ability to learn new systems quickly.
• Ability to utilise project management template to facilitate delivery, monitoring and reporting.

Experience

• Experience of Primary Care
• Experience of working collaboratively with internal and external partners
• Experience of working as a PA Support role, including the management of busy diaries.
• Awareness of Health Education England and NHS England
• A good understanding of Confidentiality and Data Protection Act and GDPR
• Experience in producing correspondence, reports and presentations.
• Experience in accurate minute taking/transcribing.
• Experience in planning, co-ordinating and facilitating meetings.
• Experience in management of electronic diaries.
• Experience of updating web based content as a day to day maintenance non specialist level.

Other Job Requirements

• Ability to travel around Herefordshire and Worcestershire as required, and further, as necessary.
• Clean driving licence and access to car to travel to meetings.

Personal Qualities & Attributes

• Can work as a team player.
• Is open and honest and acts with integrity.
• A good understanding of equality and valuing diversity principles.

Qualifications

• Evidence of ongoing professional development.

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