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Executive Assistant/Senior Business Support Officer

1 month ago

Yeovil Somerset, United Kingdom NHS Somerset Integrated Care Board Full time

Band 5 Executive and Business Support Assistant
An exciting opportunity has arisen for an Executive and Business Support Assistantto the Chief Finance Officer (CFO) and Deputy Chief Finance Officer (DCFO) atNHS Somerset.
Thesuccessful candidate is likely to have previous experience as a PersonalAssistant at executive level, or equivalent demonstrable experience. Youwill have excellent organisational skills, the ability to manage complexpriorities, be forward thinking and display a high level of competency in theuse of IT software, including, Microsoft Office applications and MSTeams.
TheExecutive and Business Support Assistant post holder will have delegatedresponsibility for the day-to-day organisation and effective management of anagreed but often changing portfolio, therefore there is a requirement for yourto be flexible in your approach, have the ability to work under pressure,prioritise workloads and work to deadlines.
Keyresponsibilities include complex diary management to ensure effective use ofthe CFO and DCFOs time, preparation of presentations and the provision ofbriefings, organising meetings and provide full secretariat support whichincludes effective minute taking.
Youwill horizon scan and target information sharing in terms of national updates,forums, conferences and seminars that would be of benefit to the ExecutiveDirectors and their senior teams.
Youwill be an excellent team player providing support and occasional cover to yourExecutive Assistant colleagues and will be required to undertake a range ofadministrative support to members of the wider Finance, Performance andContracting Team. On occasions, you may be required to provide projectmanagement support for identified programmes of work within the Directorate
NHS SomersetIntegrated Care Board (ICB), known as NHS Somerset is the statutory NHSorganisation responsible for implementing a health and care strategy developedby the Integrated Care Partnership.
We believe that the best organisations are those thatreflect the communities they serve.
Weoffer flexible working from your first day of employment and we also have anagile approach to home / office-based working. Please note however, that youwill be required to work from our HQ, Wynford House in Yeovil for 2/3 days perweek and that elements of the role may require you to travel to other locationsacross Somerset, to attend in-person meetings and meet the needs of theservice. Wealso offer an excellent pension scheme and generous annual leave entitlement.
This post is designed to provide a high level,confidential and professional Executive Assistant and business support functionto the Chief Finance Officer and Director of Performance and Contracting (CFO)and Deputy Chief Finance Officer and Deputy Director of Performance andContracting (DCFO).
The post will also provide a business andproject support function to the wider directorate.
Work proactively on own initiative with planning and prioritisationof own workload to ensure work is completed in a timely manner.This post is designed to provide a high level,confidential and professional Executive Assistant and business support functionto the Chief Finance Officer and Director of Performance and Contracting (CFO)and Deputy Chief Finance Officer and Deputy Director of Performance andContracting (DCFO).
The post will also provide a business andproject support function to the wider directorate.
Work proactively on own initiative with planning and prioritisationof own workload to ensure work is completed in a timely manner.Executiveand Business supportEffectively manage the CFO and DCFOs diaries byunderstanding high and low priorities and ensure the most effective use oftheir time, including building in of travel and desk time.Coordination of internal and external meetings for theDirectorate including conferences, seminars, training events etc which mayinclude large groups of stakeholders, including members of the public. This will involve invitingdelegates, arranging speakers, travel arrangements, venues, preparingpresentations, and circulating papers and practical coordination of the eventon the day.Develop, maintain and continually improve effectivedirectorate information management and risk systems to ensure appropriate confidentialityof information and timely dissemination.Support wider directorate projects and work priorities whichwill involve preparing plans, working to and overseeing deadlines, implementingactions and monitoring progress.Secure cost effective travel and accommodation arrangementson behalf of the CFO and DCFO whilst taking into consideration travel time andother diary commitments.To contribute to development and implementation ofpolicies, procedures and protocols relating to the directorate.Budgetary responsibility will apply which will includeauthorised signatory of the ICB credit card in line with ICB policy.To review and approve the invoices for the travel andaccommodation across the organisation.Liaise with the corporate governance team to ensure committees andmeetings receive up to date risk registers and to share any updates relating tothe same. This will include inputting into the risk management system.
The postholder will enhance own performance throughcontinuously developing own knowledge and skills to meet the current and futurerequirements of the role and the needs of the directorate and ICB.Knowledge of administrative procedures and managing office systems
Proficient Information Technology skills Microsoft applications and others including advanced standard of keyboard skills
Ability to produce accurate, high quality minutes, reports, presentations and briefings
Proven experience of working in a busy office/administration environment
Experience of working with Board, Director of senior management level
Experience of managing busy schedules and diaries including booking travel, accommodation, and catering as and when required
Proven experience of working within a similar position within the public or private sector
Ability to communicate effectively and build good relationships with a wide range of stakeholders face to face, by telephone and email. Capable of constructing and delivering clear information/ instructions to colleagues and service users, requiring developed interpersonal, verbal and written communication skills
NVQ Level 3 in a relevant business or administrative subject,
~ 5 GCSE Grade 3 or equivalent including English and Maths
~ Demonstrable evidence of continuing professional development
~

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