Job Description

• Support the process by which PHSO achieves compliance with legislative, regulatory, policy, process, procedures and governance guidance requirements.
• Support the administration of internal control systems, the corporate calendar of business, the Governance Framework and other records required for efficient governance (for example declarations of interest).
• Assist the Chief of Staff and the wider team in supporting the Ombudsman, Committee Chairs, Chief Executive, Board Members, Executive Team and auditors. This includes creating forward plans, sending meeting invites, circulating agendas and supporting documents, attending and minting meetings, where required.
• Work with colleagues supporting the Ombudsman and Executive Team by managing diaries, commissioning papers, booking travel and accommodation and providing general admin support.
• Use and maintain the secure document management system for storing official documents and records, drawing on this to assist in responses for requests for information.
• Undertake other administrative functions related to the Board including appointments and induction of new Non-Executive Board members.
• Assist in the maintenance of the governance section of the PHSO website.
• Assist in providing updates to Board members and the Executives on developments in governance practice.

Responsibilities

Knowledge

• An awareness of public administration (central government in particular) or the NHS and the context in which it operates – ideal but not essential.
• Knowledge of standard layouts employed in preparing reports, minutes and general correspondence.

Experience

• Experience of providing administrative support, including diary management.
• Experience organizing and minting meetings.
• Proven experience of working effectively under pressure.
• Proven experience of working in a fast-paced environment and prioritizing effectively.
• Experience of building and maintaining strong relationships at all levels.
• Previous experience of working in a customer focused environment demonstrating empathy.

Benefits

• Learning and development tailored to your role.
• An environment with flexible working options.
• A culture encouraging inclusion and diversity.
• A Civil Service pension.

Required Knowledge, Skills, and Abilities

Proficient in Microsoft programmers: Word, Outlook, Excel. Excellent communication skills including verbal and written. Ability to analyses complex written material and identify and summaries key issues. Ability to work collaboratively and apply feedback. Able to influence others including those outside of your direct working relationships. Excellent planning and organizational skills. Good problem-solving skills. The ability to meet targets and deadlines. The ability to priorities a broad range of tasks effectively. Ability to work as part of a team and on own initiative. Strong attention to detail.