Executive Assistant

5 months ago

Eastleigh, United Kingdom Hampshire and Isle of Wight ICB Full time

We are looking for 2 Executive Assistants each to support an Executive Director to enable them to deliver their roles against the executive team agenda. These are keys role to ensure efficient and effective support to the executive team which includes;
To provide an effective and comprehensive range of PA / administrative tasks, to ensure the smooth running of the Executive function/responsibilities.

To work as a member of a team of Executive PA’s and administrators in a flexible and co-operative way, in particular providing support for the other administrators and the wider director team at times of pressure and absence.

The post holder will work closely with the Corporate Services Team to ensure smooth running of the Executive and CEO office and that business is dealt with efficiently and effectively.

The post holder will be expected to work closely with staff within the ICB and must therefore be able to build and maintain good working relationships. They will be required to maintain productive relationships with a broad range of internal and external stakeholders within the Integrated Care Board..

This is a key position within an ever changing environment and provides an excellent opportunity for someone to gain valuable experience and reap the benefits of training opportunities.

We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.

We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.

We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.

Here is a summary of some of the benefits and services which are on offer to staff:

- 27 days paid minimum holiday and bank holiday entitlement
- NHS pension scheme
- Sick pay policy
- Occupational health services including staff counselling services
- Flexible working and family friendly policies
- Flexible retirement and retirement vouchers
- Health Service Discounts - offers for stores, travel, equipment etc.

The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion.

Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.

Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Executive and/or relevant leads as appropriate with any relevant supporting information.

Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the executive team and ICB prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated ‘Heads of’ draft an appropriate response, setting deadlines to ensure the senior team has sufficient time to review draft.

Act on behalf of the Executive Director(s), in times of absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the organisation in order to meet deadlines, provide solutions and avoid disruptions.

Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.

Effectively manage the diary of the executive team, prioritising meetings/appointments, as necessary, ensuring the executive team have sufficient work/reflective time.

Organise events, including liaising with facilitators/speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.

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