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Detailed job description and main responsibilities

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Job Title:                                   Personal Assistant

Band:                               Band 4

Responsible to:               Executive Assistant

Accountable to:               Director of Corporate Governance & Assurance

Location:                         The post holder may be required to work at any establishment at any time throughout the duration of their contract, normally at a location within the Joined up Care Derbyshire footprint, or as set out under the terms of their contract. 

1.             JOB SUMMARY AND KEY RESPONSIBILITIES

• The post holder is a key member of the Director’s support team and is expected to work flexibly to ensure high quality administration and support is provided at all times, enabling the Director and team to work effectively and to provide and support a positive image of the ICB;
• The post holder will be responsible for a high level of administrative duties, managing their workload and take decisions within defined administrative policies;
• Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example:
• Preparation of agendas and minutes, taking appropriate follow-up action as required (this may include occasional preparation and minuting of committees where cover cannot be provided by an Executive PA);
• Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department;
• Plan and manage the Director’s diaries ensuring their time is utilised to full effect and ensuring internal and external meetings are robustly organised;
• Provide confidential and timely inbox management to their designated Director;
• Act as the point of contact, dealing and responding effectively with queries and passing on relevant information sensitively;
• Manage and prioritise all incoming and outgoing correspondence, initiating responses and drafting where appropriate;
• Undertake Loggist duties at both internal and external meetings including Strategic and Tactical meetings of the Derbyshire Resilience Partnership (DRP);
• Produce high quality reports, presentations, letters and other correspondence on behalf of Directors;
• Provide administrative support for Committees and Sub-Committees which are within the Directors remit;
• Ability to provide support to the Senior & Executive Assistants as and when required and ensuring they are an effective link to the Executive Team;
• Plan, prioritise and manage complex and conflicting workloads;
• Work with other PAs within the team to ensure that appropriate cross cover is provided;
• The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager; 
• The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

2. KEY WORKING RELATIONSHIPS

 The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders;

• Participate in relevant internal and external working groups/projects, services, and initiatives to provide, information and analytical advice to strategic leads;
• Work with members of the Team to develop and implement project data collection systems that will provide accurate and timely data;
• Communicate information and issues, including briefings and reports, to job manager, strategic lead/strategic manager as appropriate;
• Support working relationships between members of staff being mutually supportive with staff deputising and covering for each other when appropriate.

3. EQUALITY, INCLUSION AND DIVERSITY

 NHS Derby and Derbyshire ICB is fully committed to promoting inclusion, equality, diversity and human rights in employment and commissioning of services for the people of Derbyshire. The ICB is committed to providing an environment where all employees, visitors and patients whom services are commissioned for, experience equality of opportunity by means of understanding and appreciating the value of diversity.

The ICB works to eliminate all forms of discrimination in line with the Equality Act 2010, and recognises that this requires, not only a commitment to remove discrimination, but also action through positive policies to redress inequalities. The ICB actively encourages its employees to challenge discrimination and promote equality of opportunity for all. Employees of the ICB are required to comply with its policies, processes and procedures and must recognise the values around equality, inclusion, diversity and human rights.

4. SAFEGUARDING ADULTS AND CHILDREN

The ICB as a statutory NHS Body has a statutory duty to ensure adults and children are safeguarded.  All staff within the ICB are required to attend safeguarding children and adults training in line with the Adult safeguarding: Roles and Competencies for Health Care Staff (2018) and Safeguarding Children and Young People: Roles and Competencies for Healthcare Staff (2019) and know who to speak to for advice, guidance and support if they are concerned about the welfare and safety of a child or adult. 

All ICB staff are also required to adhere to the Derby and Derbyshire Multiagency Safeguarding Children and Adults Procedures.