12 Oct
The Confederation, Hillingdon
London Borough of Hillingdon
Job details
Here’s how the job details align with your profile.
Pay
- £28,000 - £32,000 a year
Location
Hillingdon
Full job description
About Us:
The Confederation, Hillingdon CIC works with general practice and other healthcare providers in Hillingdon to deliver high quality clinical services to patients. Our aim is to improve care for patients by working collaboratively across primary care and our partners as part of the Integrated Care Partnership. The Confederation team also work to develop and support individual GP practices, PCNs and Neighbourhoods and their changing needs. We are of the NHS but independent, innovative and transformational.
General capacity across primary care is being expanded rapidly.
The Confederation is determined to develop as an attractive place to work that provides rewarding roles and opportunities to grow in order to attract and retain great staff that in turn provides the highest quality care.
Our Values:
Job Summary
This is a permanent post providing high level administrative and secretarial support within the Business Support Team. This is an energetic and varied role that touches and interacts with all parts of the organisation. This role will manage our virtual front of house, ensure that petty cash and other ad hoc purchases are made as per policy and reconciled as appropriate and step in when the Executive Management team requires additional help with projects and events. You will work closely with the Executive Support Manager and Operational PA/Office Manager to ensure that our leadership teams have the resources they need to run efficiently. This is an opportunity to demonstrate your organisational skills, ability to think on your feet,
handle a diverse workload and pay attention to detail alongside strong IT and communication skills as an all-rounder.
Primary Responsibilities
- Management of our virtual front of house;
- Incoming phone lines, ensuring switchboard is covered between 08.00-18.00.
- The shared admin inbox, ensuring queries are addressed as appropriate, escalating where necessary.
- Management of orders, deliveries, suppliers and reconciliation of petty cash spend. Ensuring the finance team and operational teams have the documentation and resources needed to complete their jobs effectively.
- Secretarial and organisational support to the Business Support and Executive Management teams. Arranging and minuting meetings will be a key part of this role.
- Supporting the team in logistics for larger meetings and events including the AGM and staff conference amongst others.
- Cross cover for other Business Support team members.
Collaborative Working Relationships
- You will work closely with the Executive Manager, Operational PA and Executive Committee.
- You will build relationships with operational, senior, and executive management teams.
- You will provide ad hoc and overflow support for the Associate Directors as needed.
- Liaison and coordination with support and service teams.
Knowledge, Skills and Experience Required
- Excellent knowledge of Microsoft office suite
- Accurate typing and good keyboard and data entry skills are essential.
- Experience facilitating all aspects meetings including preparing agendas, liaising with participants,
minute-taking and following up actions. Ability to take clear, concise, and accurate minutes of meetings essential.
- Proven time management skills, dealing with multiple priorities and work pressures, exercise sound judgement, meet deadlines and set priorities for your own work.
- Ability to present written information clearly and logically, with high level of attention to detail and accuracy, including accurate spelling and grammar.
Education, Training and Development
- Maths and English GCSEs at a minimum
- Recognised secretarial qualifications with City & Guilds, OCR, Pitman and the London Chamber of Commerce and Industry or other training desirable or equivalent experience.
- Minimum two years previous experience working with management teams.
- Willingness to learn and grow within the organisation.
Leadership
- Ability to self-motivate and manage complex workloads.
- Take the initiative and work collaboratively with your own and other teams.
- Interact with staff and colleagues from all levels.
Health & Safety / Risk Management
- The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
- The post-holder will comply with the Data Protection Act (1984).
Equality & Diversity
- The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers,
patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.
Patient Confidentiality
- The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the General Data Protection Regulation and in keeping with The Confederation Hillingdon CIC's Information Governance Policy and procedures.
- The post holder should not divulge patient information unless sanctioned by the line manager and required for the role.
Communication & Working Relationships
- The post-holder will build/establish and maintain effective communication pathways at all times with team members and peers.
Job Description Agreement
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within The Confederation. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the service or function.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
Person Specification
Essential Criteria
- Minimum A level standard education.
- Recognised secretarial qualifications with City & Guilds, OCR, Pitman and the London Chamber of Commerce and Industry or other training desirable or equivalent experience.
- At least two years previous secretarial experience at a management level.
- Accustomed to working under pressure for a complex team.
- Highly competent with Microsoft Office suite, (Word, Excel, PowerPoint, Outlook) etc
- Polite and clear telephone manner
- Excellent organisational skills, the ability to multi-task, prioritise and be flexible.
- Ability to show initiative and problem-solving skills.
- Good communications skills and team working skills.
- Excellent standard of written and spoken EnglishTeam player
- Extremely organised
- Excellent multi-tasker
- Flexible
- Committed to quality, accuracy, and attention to detail.
- Self-starter, able to take the initiative carry tasks to completion.
- Trustworthy and reliable
Desirable Criteria
- Knowledge of SharePoint, cloud telephony
▶️ Business Support Lead
🖊️ The Confederation, Hillingdon
📍 London Borough of Hillingdon