Assistant to Directors

To provide a high level, professional and confidential executive support function to the Directors of Gloucestershire Managed Service (GMS)

The post holder must also work autonomously and using their own initiative with a sound understanding of the business of GMS and current practices to manage workload and ensure information is communicated appropriately and enquiries are directed correctly.

MAIN DUTIES, RESPONSIBILTIES AND RESULTS AREAS

LEADERSHIP AND STRATEGY
- Support the management and delivery of GMS business as contracted by Gloucestershire Hospitals Foundation NHS Trust (GHFT) and the development of services across GMS through regular and effective communication, and the building of relationships with staff at all levels. Encourage staff involvement in the development of their services and GMS business plans.
- Be a positive role model and actively promote the GMS vision and strategic aims and values.

Encourage teams to take pride in what they do, improve the care and services they provide; and enable them to understand how they contribute to the success of the company
Show colleagues compassion and care by listening and offering empathy and understanding to help create a supportive workplace
Be alert to what is happening within the company; and evaluate the information you hear, receive or discover to take actions and decisions that improve both patient and staff experience
Build relationships, both internally and externally, that can help everyone to deliver effective and efficient services. Liaise with senior representatives of partner organisations as required.
Engage with our team - respecting every member of staff, valuing their diversity and making sure that every member of our team feels that their contribution is appreciated and valued
Hold yourself and others to account - be clear about what’s expected at work, giving honest feedback

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.
- To act as first point of contact on behalf of the Directors in answering queries, filtering correspondence and bringing matters to their attention as necessary. Have the skills for investigating issues and proposing solutions when dealing with complex enquiries. Directing queries to the appropriate division as required and following up on outcomes if necessary.
- Be responsible for diary management for the Senior Leadership Team (including the Chair and Managing Director in the absence of the Executive Assistant). Ensuring all relevant parties are briefed on meetings, that corresponding paperwork is provided and that any travel or accommodation arrangements are organised and communicated.
- Receive highly confidential and sensitive information and ensuring such information is handled with care and tact. Using professionalism in all cases, redirecting information where necessary and drafting responses on behalf of the Executive Directors as and when required.
- To arrange meetings and take minutes as requested by the Directors, organising the forward meeting schedule for drafting agendas, collecting papers, finalising agenda items and timings, confirming attendees and ensuring the relevant Chair of the meeting is satisfied with the content. Ensure key officers are briefed of actions and issues resulting from the meeting discussions.
- Take and transcribe formal minutes of meetings for business and board meeting to advance level.
- Use IT packages, including Word, Excel, Outlook, Power Point, to create high level reports and documents as required.
- Maintain action/activity trackers where required ensuring that information is continually updated liaising with the relevant stakeholders to record latest action status.
- Prioritise work load in accordance with changing priorities, liaising and negotiating with all relevant parties in an efficient and effective way.
- Ensuring deadlines set by the Directors are met and that documents produced are to the required standards and in the GMS approved format.
- To deputise for the Executive Assistant in their absence.
- Process HR information as required including new starters, sickness, timesheets and authorisation for annual leave requests.
- Follow up with the Executive Director services that all mandatory training is completed and documented.
- To provide administrative support for the Recruitment Retention and Talent Manager/Recruitment Co-ordinator including adhoc requests and respond effectively to resourcing challenges including a range of methods i.e