Executive Assistant to Executive Directors

6 months ago

Chippenham, United Kingdom NHS Bath and North East Somerset, Swindon and Wiltshire ICB Full time

BSW ICB is looking to recruit 2 Executive Assistants (EA) within the Executive Support Team. The EAs will provide comprehensive personal assistance, secretarial, operational and organizational support to Executive Directors enabling efficient operation of their portfolios.

Part of this fast-paced role will require for you to be an effective communication link between internal and external senior stakeholders.

The post holders will provide high quality Executive Assistant support, incorporating administrative support to other nominated Board Members and Senior Managers. The post holders will provide cover arrangements to other Executive Assistants when needed and administrative support for specified ICB meetings.

If you are offered employment with us, you will have the opportunity to join a friendly, quality focused and dynamic team that is supportive and cares about your working experience and your wellbeing.

BSW ICB have adopted agile working so this means the successful applicant will predominately be working from home but may be requested to work in any one of the ICB’s office bases across BaNES, Swindon and Wiltshire. You will also have a contractual base within the BSW ICB office where your team is based.

**Benefits BSW ICB offer include**:
NHS Pension Scheme

Generous NHS annual leave entitlements commencing at 27 days per year rising to 33 days per year, pro rata, plus bank holidays

Flexible working

Modern IT equipment and an in-house IT help facility

Colleague wellbeing support through a Staff Support Service and a wealth of wellbeing guidance and offers

Colleague engagement forums and events

Financial wellbeing guidance and benefits (including NHS staff offers, health service discounts, cycle scheme, car lease scheme, money helper service)

Opportunities for learning through training and continuous development

Opportunity to buy additional annual leave

To provide a comprehensive and wide-ranging Executive Assistant service to Executive Directors.

Act as a first port of call for enquiries to the Executive Directors and be responsible for dealing with all correspondence and telephone queries, prioritising, filtering, redirecting and actioning as appropriate, in a sympathetic, effective, timely and confidential manner, making short term adjustments where necessary.

Proactively manage and maintain the diaries of the Executive Directors in a proactive manner, using independent judgement to prioritise work schedules in accordance with changing priorities, and liaising and negotiating with all relevant parties in an efficient and effective manger.

Organise, prepare and co-ordinate attendance at off-site meetings and Conferences including associated hotel accommodation and travel requirements, ensuring these are within budgetary constraints and make accurate judgements in order to minimise disruption of the time of the Executive Directors.

Arrange meetings, including preparing meeting schedules, drafting of agendas, receiving and distributing papers, printing papers or loading them onto appropriate platforms, and preparing and updating action trackers. The meetings will be with external stakeholders and added to as requested by the Executive Directors.

Produce and distribute agendas and papers for meetings with internal and external membership as required, including sending invitations, arranging venues and catering requirements.

Take and transcribe formal minutes for specified management level meetings (and ad hoc meetings when required), producing and distributing minutes in an accurate and timely manner.

As requested, draft documents for approval, from information requested and received, leading to production of accurately typed reports, letters and all other correspondence.

Collate relevant letters, presentations, reports, documentation and briefing papers for a variety of key internal and external stakeholders ensuring professional standards are maintained using a variety of software packages.

Administer recruitment processes for the Executive Directors, including formatting job descriptions and adverts, assisting with administration of shortlisting, organising the interview process, carrying out mandatory pre
- employment checks, and organising inductions and equipment for New Starters.

Ensure the Executive Directors’ expense claims are processed in accordance with policies and procedures and inputted/authorised on time to proceed for payment.

Create and maintain attendance management, training and performance and appraisal records for the Executive Directors and staff reporting to them. Maintain accurate and confidential personnel files for the Executive Directors.

Create and maintain an efficient and accessible filing and bring forward system, ensuring the Executive Directors receive paperwork at the appropriate time to prepare for meetings and ensure deadlines are adhered to.

To maintain efficient office systems and records, including electronic filing systems (K Drive

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