Community Health Partnerships

Job Description

Job Title:

PA and Administrative Support

/

Contractual Location:

Manchester

Reports to:CFO

/

Band/Grade: £17k – £20k

Number of Direct Reports:

n/a /

Total Staff Responsibility:

n/a

Budget Responsibility: n/a

Main Purpose

To provide effective and efficientadministrative support to the Property Finance, Corporate Services and Investment functions as well as Office Admin Support for the Manchester office.

Key Accountabilities

Diary Management
The post holder will be required to manage the day to day diary of senior members of the Property Finance, Corporate Services and Investment functions. Including, but not limited to, the CFO and Head of Finance. This will involve:
  • organising and arranging meetings with external stakeholders
  • arranging the necessary travel and accommodation
  • re-arranging meetings, informing all attendees.
Correspondence
The post holder will be required to manage inbound and outbound correspondence. This will include:
  • collection and distribution of the post received in the Manchester office
  • sending out internal and external post from the Manchester office
  • distribution of internal messages within the Manchester office
  • providing a central point of contact for both internal and external queries
  • maintenance of key shared email inboxes.
Committees
The post holder will be required to assist with the preparation for and running of key CHP committees. The main committee they will be involved in with is FIAC but they may need to assist with others where required. this task will involve:
  • collation and distribution of papers to agreed deadlines
  • organisation of venue and communication to all attendees
  • attending the committee to take notes and submitting any minutes for review as required
  • following up with attendees to ensure agreed actions are completed.
Data Management
The post holder will be required to provide assistance with the data requirements of the Property Finance, Corporate Services and Investment functions. This will include:
  • preparation of agendas for meetings
  • collation of papers, ensuring the are distributed by the agreed deadlines
  • updating information held on the G Drive, CHP internal database (Realtime), CHP website and any new systems the organisation may implement
  • supporting relevant senior team members in the maintenance of team documents (risk registers, frameworks, etc)
  • ensuring key messages are included in internal and external communications where required.
Meetings
The post holder will be required to assist in the facilitation of meetings and events. This will include:
  • management of the use of the internal meeting rooms at Peter House
  • booking of external meeting rooms where required
  • set up prior to meetings and clear away after
  • arrangement of the ICT requirements including video conferencing facilities
  • receiving visitors and arranging refreshments where required
  • attending meeting to take minutes where necessary and ensure action points are followed up.
Office Admin
The post holder will be required to provide office administration support with the Manchester office. This will include:
  • maintenance of the stationary cupboard, ensuring this remains tidy with sufficient stock levels
  • replacement and re-ordering of toner cartridges for all office printers
  • ordering of building passes as required
  • assist with the IT requirements of the office
  • provide a central point of contact for the building landlord
  • provide ad hoc support to other staff members in the office as required.
Travel and Accommodation Booking
The post holder will be required to arrange travel and accommodation for the north region as well as the Investment function as a whole. This will include:
  • management of the relevant travel email inbox, ensuring tickets are booked in a timely manner
  • ensuring all bookings adhere to company policy
  • re-arranging travel as required
  • acting proactively to ensure tickets are booked at the cheapest price possible
  • liaising with accommodation providers.
Managing Relationships
The post holder will be expected to play an active role in the company and will be expected to:
  • to attend, participate and contribute to regular regional meetings as required, with some travel to London and Birmingham
  • to build relationships with external stakeholders (Commissioners / Large Trusts / LIFTCosetc) by acting as a central contact point for the co-ordination of meetings and conference calls
  • to act as an ambassador for the Company
  • to manage and develop own knowledge in specific area of expertise
Person Specification

CHP Way

At CHP we consistently work together to exceed our customers’ expectations by:
  • Doing what we say we’ll do
  • Investing in relationships
  • Communicating openly and honestly
  • Developing innovative ideas and solutions
  • Always delivering an excellent service

To be successful in this role you will need to demonstrate a genuine commitment and ability to work in this way.

Qualifications/Knowledge & Application:

Essential

  • MS Office Proficiencyinc Outlook, Word, Excel
  • Ability to manage multiple tasks in an organised manner
  • Ability to take notes and produce accurate notes / timetables for meetings
  • 2 years experience in a similar role
/

Desirable

  • Educated to degree level or equivalent
  • MS Project

Job Description Approval:
Line Manager Name: ………………………………………………………….
Position: ………………………………………………………………………..
Signature: ……………………………………………………………….……..

Date: ………………………………………………………………………….....