Band 5 Executive and Business Support Assistant

4 weeks ago

Yeovil, United Kingdom NHS Somerset Integrated Care Board Full time

Job summary

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.

Interviews to be held on Friday 7th June.

Main duties of the job

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 demonstrate excellent communication skills both written and verbal as youwill be required to liaise with and work closely with a wide selection ofstakeholders at all levels across the organisation and wider system therebyestablishing and maintaining effective working relationships which will supportachievement of your portfolio of work.

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

About us

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.

NHSSomerset consists of approx. 300 staff, across 8 directorates, with multipleteams within each directorate.

Weencourage applications from people of all backgrounds and welcome applicationsfrom underrepresented groups. When recruiting, we are committed to equality ofopportunity for all. 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. Please consider this before applying.

JobShare and Secondment opportunities will be considered. If you are seeking an internal or external secondment, please seekadvice from your HR teamandyou must also obtain your current linemanager's permission to be released on secondment before applying, to avoiddisappointment.

Wealso offer an excellent pension scheme and generous annual leave entitlement.

Pleaseread the attached documents / visit the links listed before applying.

Thankyou for your interest.

Job description

Job responsibilities

PURPOSE OF THE ROLE:

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 effective delivery of this role removesunnecessary demands and pressures from the CFO and DCFO and allows them tofocus upon their portfolios of responsibility.

The post will also provide a business andproject support function to the wider directorate.

KEY RESPONSIBILTIES OF THE ROLE:General:Act as the first point of contact for the CFO and DCFO,presenting at all times in a professional, helpful and appropriate manner.Ensure important issues with a potential significant impacton the CFOs role and DCFOs role are brought to their attention.Anticipate the needs and priorities of the CFO and DCFO andexercise judgement in ensuring that appropriate action is taken withoutinstruction.Confidence to resolve enquiries, requests and issues raisedby stakeholders and others.Work proactively on own initiative with planning and prioritisationof own workload to ensure work is completed in a timely manner.Display tact and discretion in handling complex and/orsensitive information and enquiries from colleagues and stakeholders.

Outstanding interpersonal skills are required to interact with a widerange of stakeholders at all management levels within NHS Somerset IntegratedCare Board (ICB), the Somerset Integrated System (ICS), regionally andnationally.

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. Proactively manage the CFO and DCFO emails and incomingcorrespondence, this will include operating a bring forward system, compositionand drafting of responses, prioritising key issues and prompting relevantdirectorate colleagues to take action as appropriate.Draft correspondence and information on behalf of the CFOand DCFO, including papers and presentations.Prepare briefing packs, meeting papers and all othernecessary documentation in advance for meetings.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.Horizon scanning and targeting information sharing in termsof national updates, forums, conferences and seminars that would be of benefitto the CFO, DCFO and colleagues within the directorate.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. Greet and receive guests in a professional and welcomingmanner who are visiting the CFO and DCFO.

SecretariatSupport Responsibilities:

Work proactively and in conjunction with the appropriate meeting Chairto prepare Committee agendas and papers for timely dissemination. This includesproducing draft agendas for initial discussion.

To ensure an accurate record of meetings is captured and have theability to determine the level of the record required, for example formalminutes, action notes or decision logs.

To follow up on outstanding actions from Committee meetings whenrequired working with colleagues across the system.

Work with appropriate Chair to ensure that up to date terms ofreference, work plans, membership lists and other key documents are maintained.

Liaise with the corporate governance team to ensure committees andmeetings receive up to date registers of interest and to share any updatesrelating to the same.

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.

To ensure that necessary logistical and practical arrangements areestablished to facilitate the smooth running of meetings.

To arrange and manage any extra-ordinary meetings, for exampledevelopment sessions or task and finish groups in relation to committees asrequired.

As required provide cover for committees in times of absence of othercolleagues within the directorate and wider ICB.

Other:The postholder will be required to adapt and to undertakenew or changing duties in line with their banding therefore, the keyresponsibilities listed are not exhaustive.Any changes will be in light of changing circumstances and inconsultation with the postholder.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. On occasions of absence of EA colleagues, provide crosscover for other ICB DirectorsAn interest and an ability to assist with tasks of a busyfinance department would be desirable Person Specification

Experience

Essential

Competent skills for comprehensive diary management and workload scheduling 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 Project management experience

Desirable

Project management experience

Communication

Essential

Ability to communicate effectively and build good relationships with a wide range of stakeholders face to face, by telephone and email. This included patients and members of the public Capable of constructing and delivering clear information/ instructions to colleagues and service users, requiring developed interpersonal, verbal and written communication skills Able to handle and deliver sensitive and confidential information. Ability to negotiate and influence to achieve role objectives Demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met

Qualifications

Essential

NVQ Level 3 in a relevant business or administrative subject, or equivalent level of qualification or significant equivalent previous proven experience in an administrative position 5 GCSE Grade 3 or equivalent including English and Maths Demonstrable evidence of continuing professional development

Desirable

Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in a specialist area

Personal Statement / Motivation for Applying

Essential

Please use this section to explain how you meet the additional criteria in the Personal Specification including your reasons and motivation for applying.

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