Apply Now! HPMA Central Team PA – Band 5

We have an exciting 12-month secondment opportunity for someone to join our central team at the Healthcare People Management Association (HPMA) full-time Central Team PA.

HPMA is a membership charity supporting members from all aspects of the people profession within healthcare across the United Kingdom. You can read all about us in the candidate information pack here.

Job summary:

Post Title:  Central Team PA

Hours of Work:  Full-Time – 37.5 hours – 12-month Fixed-Term Secondment

Salary:  NHS Agenda for Change Band 5 – £28,407 – £35,481 depending on experience

Benefits:  25 Days + 8 Bank holidays, 3% contribution to Pension Scheme

Location:  Home-based, the role will require UK-wide travel from time to time.

Accountable to:  Business Manager                                                                                                     

Responsible to:  Chief Executive Officer                 

Liaises with:  HPMA National Council (consisting of HPMA Branch Vice Presidents), HPMA Branches and Branch Committees, HPMA Partners and Commercial Sponsors and all members of the HPMA.   External organisations such as hotels, venues and training  providers and partner organisations such as NHS England, PPMA, UHR.

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The role will provide a comprehensive, high quality and responsive PA service to the Central Team, ensuring effective organisation of commitments across the full range of duties.  The postholder will be expected to exercise judgement and use initiative to solve problems and queries and demonstrate a significant ability to communicate with a wide range of stakeholders, clearly and accurately.  They will provide timely and accurate information, dealing with queries from members, potential members and other key stakeholders.

The postholder will ensure that all aspects of the charitable association are undertaken to a high standard ensuring compliance with the HPMA byelaws and constitution.

Tasks and activities (including but not limited to the following):

• Provide a full PA service to the Central team including the taking of dictation and minutes, word processing and filing; managing the files of all HPMA documentation, and archiving periodically.
• Manage the diary of the Chief Executive and liaise with other Central team members to set up meetings, taking account of time constraints and priorities.
• Ensuring all documentation is issued in a timely manner, before and after meetings, to relevant staff.
• Source and organise meeting rooms and facilities for Executive Committee, Team Meetings, National Council and Trustees meetings/conference calls.
• Dealing with enquiries from member organisations and external organisations either by telephone or the central administration email address.
• Entering information into database systems and using information to support the reporting of data for measuring and analysing activities in the organisation.
• Book venues, travel and hospitality for meetings, roadshows, training and other key events for all stakeholders and manage events for the Central Team.
• Assist in producing and distributing timely reports for branches and other key stakeholders.
• Producing letters and other documents for members of the Central Team.
• Drafting promotional literature for review by the Central Team.
• Identify opportunities for streamlining of administrative processes and take forward for implementation.
• Responsible for identifying stock levels of promotional materials, working with the Business Manager to source items and costs, raising Purchase Orders and ordering them, after sign-off.
• Keep track of spending for the Central team in terms of consumables, expenses, etc and contribute to sound financial management.
• Ensure that expenses are submitted reviewed and approved by the CEO in a timely manner and dealing with any queries.
• Social media administration.
• Contribute to the updating and maintaining of the HPMA website

Communication and Relationship Skills

• Provide excellence in customer service in line with the HPMA values to all internal and external members/stakeholders
• Work collaboratively with Central Team in the provision of data and reports from management systems.

 Analytical and Judgement Skills

• Support the recording and reporting of data for the measurement and analysis of activity specific to the requirements of HPMA.
• in undertaking specific projects in relation to systems used for the management, analysis and evaluation of information.

 Planning and Organisational Skills

• Managing multiple event information, for up to a year in advance, identifying clashes or risks and helping solve the problems.

Responsibility for Information Resources

• Assist in the production and distribution of timely reports for branches and other stakeholders in accordance with the needs of the charity.
• Support the timely inputting of data into placement systems and the production of timely reports for the Central Team derived from the data.

 This job description is intended to act as a flexible guide to the duties of the post and therefore may require revision in consultation with the post holder to reflect the changing requirements of the post, to enable the HPMA to achieve its strategic ambition.

Qualifications, Training and Knowledge

Essential

• NVQ/diploma in administration or business level 4, or equivalent experience
• RSA 3-word processing or equivalent knowledge and experience
• Advanced knowledge and experience with a full range of IT software packages including Excel, Word and PowerPoint
• Extensive knowledge of using TEAMS
• Understanding of the principles of confidentiality

Desirable

• European Computer Driving Licence or equivalent knowledge and experience
• Knowledge of the Data Protection Act
• Knowledge of charitable organisation status
• Knowledge of working within the NHS

Skills/Ability

Essential

• Minute-taking
• Proof-reading to ensure document accuracy
• Ability to work independently and under pressure to meet deadlines which may at times be unpredictable
• Excellent communication skills with people at every level, inside and outside the organisation, including complex and sensitive information
• Able to input data accurately and in a timely manner
• Regularly work unsupervised
• Problem-solving skills
• Able to work under pressure and with conflicting priorities
• Effectively organise and prioritise own workload and support others
• Ability to deal with changing priorities and ability to work to tight deadlines
• Ability to function remotely
• Ability to maintain confidentiality always

Desirable

• Ability to analyse information
• Ability to keep financial records
• Event management
• Media management

Experience

• Significant office experience.
• Experience working for a senior team, ideally Executive experience

Personal Attributes

• Proactive and positive approach
• Calm, act with tact and diplomacy
• Reliability with a flexible approach to ensure the needs of the service are met and high standards are always maintained.
• Self-motivated with the ability to work on own initiative
• Values diversity and difference, acts with integrity and openness

For more information & to apply for the role:

We are dedicated to the continuous development of our staff, ensuring that everyone receives comprehensive induction and training to excel in their roles

If you believe you have the necessary skills, expertise, experience and drive to meet the challenges of this post, please send your CV and a covering letter setting out what you have to offer to HPMA in this role to jo.owens@hpma.org.uk 

We encourage applications from individuals of all backgrounds and are committed to fostering a diverse and inclusive workplace.

Applications are to be received by midday on 28th June 2024, and interviews will take place in central Cardiff on Tuesday, 4th June 2024.

If you have any questions about the role, please do not hesitate to contact me via jo.owens@hpma.org.uk

View/download the candidate information pack as a Word document here