Personal Assistant / Team Admin

1. To act as a Personal Assistant / Administrator and provide comprehensive support to the team and Executive Assistant. This includes diary management, audio typing, producing agendas, letters, reports, arranging meetings and producing accurate minutes, compiling spreadsheets, and chasing up action points from meetings.
2. To arrange appointments, meetings and workshops, book rooms and refreshments as and when required, dealing with all the practical arrangements, layouts, audio visual requirements and setting up equipment etc.
3. To undertake administrative work for meetings as required. This involves attendance at meetings to take notes, production of accurate minutes and ensuring that all paperwork is prepared and distributed prior to each meeting.
4. To prepare agendas and reports as required, ensuring correct format and accuracy. Keeping up to date records of action logs and ensuring that the necessary information is passed to those concerned.

Working for our organisation
We aim to be a great place to work and have many initiatives in place to support staff. In line with the Equality Act 2010, our organisation has an Equality, Diversity & Inclusion Group which meets monthly and has representation from a wide range of staff groups and supports a fairer and more diverse workplace for everyone.
The ICB has a Wellbeing Warriors group which has recently received Bronze level accreditation for Thrive at work and is working towards Silver accreditation. The Wellbeing warriors focus on physical, mental, and emotional health of all staff providing tips, resources and webinars to support and educate staff from senior management to administrators about their wellbeing., + To deal with incoming and outgoing mail passed from Reception, sort and distribute accordingly.
+ To act as first point of contact for visitors and callers for the team, dealing with all incoming queries, answering enquiries where appropriate using own discretion, taking messages and redirecting accordingly ensuring an efficient and professional approach.
+ To monitor and support the progress of any assigned tasks for your team on minutes or meeting trackers to ensure that they are responded to by the specified deadline.
+ To assist with the production and presentation of corporate audio visual presentations when required.
+ To effectively assist in managing aspects of the recruitment and selection process for the department ensuring the correct HR procedures/guidelines are adhered to. This involves arranging interview dates for candidates based on diary availability, liaison with members of the interview panel, co-ordination of interviews on the day, prepare all documentation for staff induction and participate in the induction part of admin paperwork for all new employees, together with the creation, maintenance and secure storage of all personal files alongside our Estates team.

An opportunity has arisen for a Personal Assistant / Team Administrator at Coventry and Warwickshire Integrated Care Board. This is a hybrid working post and the successful candidate will be expected to spend at least one day a week in the office.
We are looking for an experienced, self-motivated, organised, innovative individual to join our team, who has exceptional organisational skills, with close attention to detail. We seek someone with good communication skills and the ability to challenge in a supportive way.
Please refer to the Job description and the Person Specification for details of the role and the skills, qualifications and experience required. Expected start date of June/July 2024.
The interview will include an administration / typing test.