Executive Assistant - Chief Officers

Buckinghamshire, Oxfordshire and Berkshire West ICB

NHS Buckinghamshire, Oxfordshire and Berkshire West ICB are seeking an enthusiastic individual to join our corporate governance team as an Executive Assistant to Chief Officers.

Main duties of the job

The overall objective of this role is to provide full administrative support along with three other Executive Assistants to our Chief Officer(s) with their day-to-day diary management and preparation of any documentation, papers and communications as required. There is significant stakeholder management involved in the role and an expectation to build networks across the system and partners.

This role will also support cover, as required, on request of the Senior Corporate Office Manager or Director of Governance, the smooth running of the Corporate Office during periods of absence, which currently includes specific secretariat functions for our Board Committees and Senior Leadership Team.

About us

NHS Buckinghamshire, Oxfordshire and Berkshire West (BOB) Integrated Care Board is the statutory NHS organisation responsible for planning and delivering health and care services for the communities of Buckinghamshire, Oxfordshire and Berkshire West.

We work collaboratively with partner organisations including local government, the voluntary, community and social enterprise sector, and people and communities across the BOB Health and Care Integrated Care System (ICS).

Our key priorities are to increase healthy life expectancy and reduce health inequalities for the 1.7 million people who live in our communities.

We value and promote diversity and are committed to equality of opportunity for all. We believe that the best employers are those that reflect the communities they serve. We want to increase the diversity of our NHS leadership and particularly encourage applications from women, people from Black, Asian and Minority Ethnic communities, LGBT communities, younger candidates and from people with lived experience of disability, who we know are all under-represented in these important roles.

Our Values are:

• Respectful: we are inclusive
• Impactful: we make a difference
• Integrity: we are kind and fair
• Leadership: we encourage leadership
• Collaborative: we work together in a positive way

Job responsibilities

The Executive Office Assistant to the Chief Officer(s) will be supported and line managed by the Senior Corporate Affairs Manager and will work collaboratively to deliver a high quality, consistent, timely and supportive service to the Chief Officer(s) which may mean working flexibly outside of the specific roles and responsibilities as required to support broader projects.

The role requires someone who is a confident written and verbal communicator and who has experience in supporting senior management dealing with sensitive and confidential information, escalating urgent matters in a considered and appropriate manner, as well as delivering full accurate administration which is not limited to, diary management, liaison with stakeholders, agenda setting, minute/note taking, maintaining action and decision logs and ensuring smooth running of Chief Officer(s) diary and associated meetings or forums.

Support teams within BOB ICB to ensure that the portfolio of Chief Officer(s) tasks/projects is planned, managed and delivered effectively and in a timely manner, this often includes email communications and correspondence, and proof-reading documents prior to relevant Chief Officer or Chief Executive Officer (CEO) signature.

Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management.

Ensure accurate and open communication and co-ordination with a range of organisations and individuals, researching and drafting correspondence and papers as directed, and ensuring the management of specific tasks through to completion.

Be a key member of the broader corporate governance team, this includes one off annual exercise gathering information for publication to support the organisations annual governance statement and/or annual report depending on Chief Officer(s) involvement, as well as supporting effective communication and stakeholder management, both internally and externally.

The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.

The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the Department and the Organisation.

Person Specification

Qualifications

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
• Further training or significant experience in management of administrative services or supporting change management processes.

Planning Skills

• Skills for corporate administrative management or project management.
• Previous experience in administrative project management and planning.

Management Skills

• Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support.

Experience

• Experience and understanding of evaluating and measuring the performance of corporate functions.
• Experience in communications and stakeholder management.
• Proficient in the use of Microsoft Office.
• Comprehensive knowledge of project management and/or systems development.
• Workforce development knowledge and experience.
• Previous experience in similar role in public or private sector.
• A good understanding of the health and social care environment and roles and responsibilities within it.

Analytical

• Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend an appropriate course of action to address the issues.
• Problem solving skills and ability to respond to sudden unexpected demands.
• Strategic thinking ability to anticipate.
• Attention to detail combined with the ability to extract key messages from complex analysis.
• Independent thinker with demonstrated good judgement, problem-solving and analytical skills.
• Takes decisions on difficult and contentious issues where there may be a number of courses of action.
• Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
• Evidence of success in efficient and effective provision of administrative support.
• Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
• Skills for nurturing key relationships and maintaining networks.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer name

Buckinghamshire, Oxfordshire and Berkshire West ICB