You will provide support to the Chief Executive (CE), Director of People & Process (DPP) and Finance & Commercial Director in all aspects of their work. You will also support the Leadership team as required. You will be responsible for the office supplies and facilities and assist with the efficient and effective administration of the day-to-day operations of our working environment.

This is a predominately office-based role but there is some flexibility for working from home days as agreed with the DPP.

Key deliverables

General Office Functions and Facilities Coordination

• Answer the main organisation number: direct calls, answer queries and take and relay messages, including from external call service.
• Ensure the office is tidy, presentable and well stocked.
• Maintain stationery supplies, including ordering and monitoring of supplies, coordinating equipment orders/returns and couriers.
• Maintain an effective booking system (Smartway2Book) for the organisation’s meeting rooms and for hybrid working hot desk allocation.
• Assist the DPP with the management of supplier relationships and act as the liaison point with landlord, contractors and service providers.
• Assist with administration of the Health and Safety policies, procedures and processes, including being a fire marshal and first aider.
• Manage diaries and arrange meetings and events (e.g., Board, Committees, external Work Groups/Partnerships) in liaison with the lead member of staff, to include, as appropriate, setting up audio visual equipment, organising refreshments and clearing rooms afterwards.
• Administer travel arrangements, including planning and booking.
• Take notes for internal meetings on request and keep a log of key actions and discussions from Leadership Team daily stand ups.
• Develop, maintain and review administrative processes and office systems to achieve maximum efficiency.
• Support preparation for ISO27001 accreditation audits, internal audits and business continuity exercises.
• Support the HR Administrator and DPP to create reports for Chief Executive, Leadership team and PHIN Board.

Assisting the Chief Executive

• Own and proactively manage the Chief Executive’s diary and organize meetings and appointments, both internally and externally.
• Prepare papers to assist with the meetings as required.
• Keep track and help prioritize important tasks and deadlines.
• Assist with planning and executing internal and external events and large meetings.

Assist the Director of People and Process (CoSec/SIRO)

• In collaboration with the HR Administrator, set up new employees on office systems, liaise with the King's Fund building services team, source and arrange delivery (or collection) of equipment, and administrative onboarding activities, including health and safety inductions.
• Maintain and arrange any health and safety activities with building services (e.g., arranging DSE assessments, PAT testing).
• Management of office services. 
• Support the Information Governance & Security processes by managing the Company policies master list and ensuring that policies are reviewed and updated on time.
• Shared responsibilities with the HR Administrator for managing the policies register ensuring publication on Breath and Teams, tracking read receipts, to ensure PHIN meets compliance with ISO27001 objectives.

Assist the Financial and Commercial Director

• Manage day-to-day financial processes (e.g., collating and processing expenses, supplier invoice processing, supplier purchase order requests, and credit card spend and reconciliations).
• Maintain the supplier invoice appraisal process and liaise with outsourced accounting suppliers.
• Support the debt management process and issue customers debt collection letters and chasing missing purchase orders.

Meetings

• Work with the Chief Executive and CoSec to assist with arrangements for Members Meeting and AGM preparations, liaising with attendees as appropriate.
• Arrange meetings as directed, ensuring all equipment and refreshments are provided as needed. Share joining instructions and arrangements with participants and, if asked, support with travel arrangements and hotel accommodation.
• Administration support for Information Security Management Team (ISMT) meetings, including arranging meetings, publishing agendas, ensuring all papers are submitted in time for the meetings.

Essential skills and experience

To be successful in this role, you will have a proactive approach, excellent organisational and communication skills, strong IT and typing skills, attention to detail and the ability to manage your own workload. You will also build strong relationships with the team and external stakeholders.

• Highly proficient user of Microsoft applications (Word, Excel, PowerPoint and Outlook).
• Experience of providing administrative support to an organisation and/or leadership team.
• Experience of managing key suppliers and delivering high quality office services.
• Experience of processing financial information, such as expenses claims forms, and invoicing processes.
• Experience of organising events and meetings, including facilitating travel arrangements.

Desirable skills

• Familiarity/expertise with IT applications beyond standard Microsoft applications, such as project management, CRM and accounting tools or the ability to quickly pick up new systems.
• Knowledge of the private healthcare sector.
• Experience with organising day to day health and safety in an office environment/hybrid working arrangement.

A full job description will be provided during the recruitment process.

Closing date for applications: 23:59 on Sunday 15 January 2023.

If you would like to apply for this role, please send your CV to recruitment@phin.org.uk or simply let us know if you have any questions.