Team Administrator for Children's and Primary Care

The post-holder will primarily be based within the Primary Care Development Team and will act as support to the Children's Services Team, when cross-cover arrangements are required. The post holder will support the Primary Care Development Team, assisting with diary management, minute taking and meeting preparation and will work as part of an administrative team in delivering an effective and comprehensive administrative support service to the Children's Services and Primary Care Development teams, and as and when agreed more widely to the teams within the Directorate of Performance and Delivery.
This will include the forward planning and scheduling of meetings and events, preparation of agendas and all associated papers, booking rooms and any travel arrangements, coordinating diaries with other teams and partners admin teams, taking minutes, and updating and maintain action logs. The post holder will also support the Team by overseeing annual leave and other internal related requests such as ordering equipment, maintaining records and arranging team meetings. The post-holder will also be expected to provide project support for the team as appropriate and will support the team in preparing performance reports and improvement briefings., Provide specialist secretarial/administration support and advice as required.
Sorting and prioritising incoming mail e-mails, and monitoring a shared mailbox, distributing all communications as appropriate and or directed.
Managing the teams' diaries including arranging and changing appointments and prioritising these as appropriate or requested. Supporting the Heads of Childrens and Primary Care to ensure there is sufficient staff cover at all times.
Undertaking administrative duties such as providing meeting support and coordinating email distributions such as newsletters and other relevant tasks
Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
Organising and planning events as necessary supporting the creation of information and or presentation material.
Supporting teams in contract management
Participating in Directorate events.
Inputting, monitoring and checking data, required for finite and ongoing projects within the teams., Working with all team members in the collection of information for performance reporting on relevant team projects.
Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
Supplying the relevant information required for financial management, supporting the Business Manager and teams by checking and sending invoices for payment. Ordering supplies and equipment as required.
Running and collating reports which may include reports to the Board and senior management as required.
Developing and maintaining effective electronic filing systems such as shared drives and online workspaces, to ensure that information is kept securely and is accessible to other members of the team.
Typing up of group discussions and interviews as necessary.
Working together with other administrators/PAs within the ICB to provide an effective network of communication including dealing with visitors to the base and being flexible to cover other administrators' general duties.
Providing guidance and advice on relevant policies and procedures.
Recording and managing the records for all annual leave, sickness and other absences for the team, any issues with the senior managers.
Supporting the communications team to create and maintain briefings and information documents.
Supporting the team to organise events, including inviting attendees and coordinating requirements.