NHS PA/Admin

An independent organisation responsible for providing national guidance and advice on promoting high quality health, public health and social care.

Their role is to improve outcomes for people using the NHS and other public health and social care services. We do this by producing evidence-based guidance and advice for health, public health and social care practitioners; developing quality standards and performance metrics for those providing and commissioning health, public health and social care services and providing a range of information services for commissioners, practitioners and managers across the spectrum of health and social care.

The function of the Health and Social Care directorate is to drive quality improvement across health and social care through the assurance and implementation of guidance and standards.

Job purpose

The Administrator/PA will be based within the System Engagement team and will primarily provide day to day administrative support for the Programme Director. They will also be expected to provide a more limited level of administrative support to members of the System Engagement programme and its Associate Directors. They will contribute to the planning, monitoring and delivery of activities within the system engagement programme of activity. The post holder will be required to work autonomously, using a high degree of initiative to prioritise and carry out a range of secretarial and administrative activities including diary management and the coordination and servicing meetings There is also a requirement to monitor systems within the programme such as managing leave, travel arrangements and other supportive work to aid the smooth running of the programme.

The role will also involve working across the Health and Social Care Directorate to provide administrative and secretarial cover as needed. In particular, the post holder will provide support in diary and meeting management for the Head of Public Involvement programme.

This is a high profile, high visibility role which will involve liaison and engagement with a range of senior professionals and managers both externally and within NICE. The post holder will be expected to communicate effectively verbally and in writing and exercise tact and diplomacy.

Main duties and responsibilities

The post holder will be responsible for:

• Providing day to day administrative and PA support to the Programme Director - System Engagement and diary management for the Head of Public Involvement.
• Arranging, coordinating and servicing internal and external meetings which involve senior personnel.
• Providing day to day administrative support with organising meetings and travel for the Associate Directors.
• Coordinate directorate and corporate activities on behalf of the programme in conjunction with other members of the team and programmes across the directorate.

Person Specification - Administrator/PA, System Engagement team

ESSENTIAL

QUALIFICATIONS

• Educated to GCE/GCSE (A - C grades, one of which must be English) or equivalent.
• Able to demonstrate and evidence continuous professional development through experience and further training

KNOWLEDGE AND SKILLS

• Ability to engage and communicate with a range of audiences in different ways
  • Knowledge of office procedures
• Good organisational skills
• Ability to effectively deliver numerous pieces of work simultaneously to meet specified deadlines
• Able to work flexibly in an unpredictable environment and adapt services and systems to meet changing needs at short notice
  • Ability to proactively identify and manage problems and inter-dependencies in own workload and that of others
  • Ability to construct clear, accurate and grammatically correct documents which require minimal alteration
  • High standards of numeracy and literacy
  • Ability to effectively process and interpret written and numerical data and information and present it in a range of formats, including graphs
  • Ability to work autonomously, with minimal supervision and make timely, sound decisions on areas for which they have responsibility
  • Ability to influence others, including those at a senior level and in challenging situations
  • Ability to work as part of a team
  • Computer literate with a thorough knowledge of Microsoft office packages (in particular Excel, PowerPoint, Word and Outlook) and the Internet

EXPERIENCE

• Experience of working as a PA or in a senior administrative role within a large organisation, including email and diary management
• Experience of minute taking and servicing executive level committees/large meetings
• Experience of preparing documents and presentations, including briefings and reports
• Experience of developing and maintaining office systems and administrative procedures to improve ways of working
• Experience of engaging and communicating effectively with a range of stakeholders, including senior managers

OTHER

• Proactive approach with the ability to achieve positive outcomes by using own initiative
• Self motivating with the ability to motivate others
• Thorough attention to detail
• Discretion in the handling of confidential and sensitive information
• Commitment to health and safety policies and procedures
• Commitment to equality and diversity policies
• Calm under pressure