Executive Assistant to Chief Medical Officer

Job summary

Job Purpose

The post holder will provide high quality Executive Assistant support to the Chief Medical Officer and Deputy Chief Medical Officers, incorporating administrative support to other nominated Board Members and Senior Managers. The post holder will provide cover arrangements to other Executive Assistants when needed and administrative support for specified ICB meetings. The post holder will maintain the Single Point of Contact (SPOC) for incoming e-mails or post for the ICB, under the supervision of the Chief of Staff (COS), and support the administrative requirements for the Health & Care Professional Leadership network.

Main duties of the job

Professional/Job Role

1. To provide a comprehensive and wide-ranging Executive Assistant service to the Chief Medical Officer and Deputy Chief Medical Officers.
2. Extensive diary management for the Chief Medical Officer and Deputy Chief Medical Officers, together with coordinating travel arrangements, scheduling meetings, ensuring deadlines are met and that the flow of work is prioritised to deliver targets.
3. Act as a first point of call for enquiries to the Chief Medical Officer and be responsible for dealing with all correspondence and telephone queries, prioritising, filtering, redirecting and actioning as appropriate, in a sympathetic, effective, timely and confidential manner, making short term adjustments where necessary.
4. Proactively manage and maintain the diaries of the Chief Medical Officer and Deputy Chief Medical Officers, using independent judgement to prioritise work schedules in accordance with changing priorities, and liaising and negotiating with all relevant parties in an efficient and effective manner.
5. Organise, prepare and co-ordinate attendance at off-site meetings and conferences including associated hotel accommodation and travel requirements, ensuring these are within budgetary constraints and making accurate judgements in order to minimise disruption of the time of the Chief Medical Officer.

Hybrid working: Working from home with office-based days in Jenner House, Chippenham and Pierre Simonet Building, Swindon.

About us

Working together to empower people to lead their best life' is the one, unified vision for our organisation and all our partners working together across Bath and North East Somerset, Swindon and Wiltshire.

If you are offered employment with us, you will have the opportunity to join a friendly, quality-focused and dynamic team that is supportive and cares about your working experience and your wellbeing.

BSW ICB have adopted agile working so this means the successful applicant will predominantly be working from home but may be requested to work in any one of the ICB's office bases across BaNES, Swindon and Wiltshire. You will also have a contractual base within the BSW ICB office where your team is based.

Benefits BSW ICB offer include:

• NHS Pension Scheme
• Generous NHS annual leave entitlements commencing at 27 days per year rising to 33 days per year, pro rata, plus bank holidays
• Flexible working
• Modern IT equipment and an in-house IT help facility
• Colleague wellbeing support through a Staff Support Service and a wealth of wellbeing guidance and offers
• Colleague engagement forums and events
• Financial wellbeing guidance and benefits (including NHS staff offers, health service discounts, cycle scheme, car lease scheme, money helper service)

Date posted: 31 October 2024

Pay scheme: Agenda for change

Band: Band 5

Salary: £29,970 to £36,483 a year per annum

Contract: Permanent

Working pattern: Full-time

Reference number: 983-ICB-7127KB-A

Job responsibilities

The post holder will provide high quality Executive Assistant support to the Chief Medical Officer and Deputy Chief Medical Officers, incorporating administrative support to other nominated Board Members and Senior Managers. The post holder will provide cover arrangements to other Executive Assistants when needed and administrative support for specified ICB meetings. The post holder will maintain the Single Point of Contact (SPOC) for incoming e-mails or post for the ICB, under the supervision of the Chief of Staff (COS), and support the administrative requirements for the Health & Care Professional Leadership network.

Please see full job description for further details.

Person Specification

Qualifications

Essential:

• Keyboard skills and the ability to touch type and audio type
• Degree or equivalent experience
• RSA level 3 or equivalent experience
• Proficient in use of IT and with Microsoft Office suite including Word, Excel and Email (Outlook)

Experience and Knowledge

Essential:

• General office experience
• 2 years relevant NHS experience or with a similar organisation
• Extensive experience of providing an EA/secretarial/senior administrative service to a senior manager
• Experience of managing multiple, complex diaries and prioritising appointments
• Experience of planning, organising and recording meetings and events
• Experience of working autonomously with minimal supervision
• Experience of note-taking in senior meetings, and taking and transcribing formal minutes to a high standard
• Sensitivity to confidential information
• An understanding of relevant legal issues, including data protection, confidentiality and freedom of information, equal opportunity and diversity issues

Skills

Essential:

• Excellent working knowledge of Microsoft Word, Excel and Outlook and PowerPoint
• Excellent prioritisation, organisational and administration skills with exceptional attention to detail
• Excellent minute/note taking skills
• Ability to multi-task and manage own workload in an unpredictable environment with constant interruptions, re-prioritising and competing deadlines
• Experience producing and proof-reading accurate reports, presentations, briefings, and communications material requiring attention to detail at all times
• Excellent proactive team player.
• Excellent spelling, grammar and layout skills; able to produce a variety of work, e.g. letters, minutes, presentations, e-mails and reports.
• Excellent interpersonal skills, able to deal with communication and relationships with senior staff at the highest level
• Ability to take own initiative, use judgement and pay close attention to detail
• Confident, helpful and friendly telephone manner
• Able to make correct decisions within a set of clear guidelines, and able to prioritise complex, time sensitive tasks and activities, balancing own workload.
• Adaptable and able to work flexibly to meet the demands of the role (within agreed working hours).
• Ability to adapt to change and to develop services and systems to meet changing needs
• Willing to learn new skills and expand expertise. Conscientious attitude to work, confident and discreet.

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 details

Employer name: NHS Bath and North East Somerset, Swindon and Wiltshire ICB

Address:

Jenner House

Chippenham

SN150GG

Employer's website: https://bsw.icb.nhs.uk/