Executive Assistant

3 months ago

Stafford, United Kingdom NHS Staffordshire and Stoke-on-Trent Integrated Care Board Full time

Job title Executive Assistant to the Chief Finance Officer

Band AFC Band 5

Hours Fixed Term/Secondment (flexible working arrangements available)

Location Home based/hybrid working (most of posts). Travel on occasions to a Hub location with at least 1 days notice

An exciting opportunity has arisen within the Corporate Services team for an Executive Assistant to support the Chief Finance Officer (Deputy Accountable Officer). We are looking for an enthusiastic and motivated individual who is willing to go that extra mile and to be part of a successful and effective Corporate Services team. We are a friendly team who work hard to deliver good outcomes for patients; we provide cross team cover when needed and pride ourselves in our collaborative approach and partnership working.

You will need to be flexible and responsive with a “can do attitude” and evidence of line management experience. Due to the nature of the role, there may be a requirement to work flexibly in line with the requirements of the Chief Finance Officer.

The Staffordshire and Stoke-on-Trent NHS Integrated Care Board (ICB) is responsible for planning functions; managing the NHS budget and arranging the provision of health services in the geographical area.

Location Home based/hybrid working (most of posts).

Travel on occasions to a Hub location with at least 1 days notice

New starters are expected to collect IT equipment, from offices in Stoke-on-Trent, and if based at home are required to have appropriate desk/chair/ relevant equipment in compliance with DSE regulations

Unconscious Bias/Invisible Disability Training and Equality Induction are mandatory.

Interviews may take place via MS Teams or in person
- Provide Executive Assistant administrative secretarial support to the Executive Director.
- Support and service high-level Board and Committee meetings, collating agendas and papers for distribution, attending and taking minutes and producing typed copies in a timely manner and providing cover at other meetings as required.
- Scheduling and arranging meetings, including the compilation of complex agendas and the taking and transcribing of formal minutes. This will include sub
- committees of the ICB Board.
- Manage the diary of the Executive Director including the complex scheduling and rescheduling of appointments.
- Manage a bring forward appointment system and proactively manage a forward look of commitments so that the Executive Director is appropriately briefed and prepared.
- Work with other members of the administrative team to provide support to the senior management team of the ICB as part of the corporate office administrative support team.
- In the absence of the Executive Director be responsible for prioritising work requests and identifying high priority requests which need to be passed to another Director for urgent action.
- Initiate correspondence and prepare responses on behalf of the Executive Director or respond directly as appropriate.
- Deal with confidential and sensitive documents/issues, maintain the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
- Line management responsibility of junior members of the administration team.
- Prepare papers and reports using the Microsoft Office packages.
- Arrange travel and accommodation bookings for the Executive Director to attend meetings and conferences.
- Responsible for logging and recording all staff absences using both internal and external systems, ensuring timely and accurate submission to payroll services.

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