Senior Executive Assistant to the Joint Chief Executive
NHS AfC: Band 6
Main area: Chief Executive Division
Grade: NHS AfC: Band 6
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 339-KLE5379
Site: Southmead Hospital and Bristol Royal Infirmary
Town: Bristol
Salary: £37,338 - £44,962 per annum
Salary period: Yearly
Closing: 16/01/2025 23:59
Job overview
We are seeking an experienced and high performing Senior Executive PA for the Joint Chief Executive of NBT and UHBW. This is a new and exciting opportunity for someone with proven Executive/Board level Executive PA experience. The postholder will work across both organisations.
Why apply?
* You will be working across two large acute NHS providers, in a vibrant and diverse city.
* Work at the heart of both organisations as they form their hospital group.
* A fascinating, fast-paced, and dynamic role; each day will be different.
* You will be joining a friendly and high performing team.
The Role:
As the Senior Executive PA supporting the Joint Chief Executive you will:
* Provide high level, professional PA support.
* Act as an interface between the Joint Chief Executive and staff at all levels.
* With guidance from the Executive Coordinator, develop a thorough understanding of the Joint Chief Executive’s priorities and ways of working.
* Work with the Executive Coordinator to help ensure that the Joint Chief Executive’s priorities are effectively communicated to the Executive Teams and wider senior leadership.
You:
The successful candidate will have significant experience of:
* Supporting Executive Directors in a fast-paced environment.
* Working to very tight deadlines and managing conflicting priorities.
* Working within the NHS, with a strong knowledge of the sector landscape and priorities.
* Working where discretion, good judgement, and the highest standards of professionalism are required.
Main duties of the job
Job purpose
The Senior Executive Assistant is required to lead and develop the functions of the Joint Chief Executive, providing proactive and responsive professional support to the Joint Chief Executive with their strategic and operational functions at both Trusts.
To provide a full Executive Assistant service, managing their diary and correspondence, project management, and following up a wide range of issues arising from correspondence and meetings, working in collaboration with the Executive Coordinator.
The Senior Executive Assistant will provide day to day management and supervision of the office administrative support function.
Detailed job description and main responsibilities
Main duties and responsibilities
Communication
* Provide front of office support to the Joint Chief Executive.
* Communicate confidential, sensitive, and contentious information, both written and verbal, across multi-disciplinary teams, external organisations including NHSE/I, BNSSG ICB, CQC and HEE.
* The Senior Executive Assistant will be expected to manage organisational arrangements on behalf of the Joint Chief Executive, including formal visits to hospital sites, hosting dignitaries and system partners.
* Manage the electronic diary of the Joint Chief Executive, including arranging meetings, and taking minutes/notes and actions when necessary.
* Be the point of contact for the Joint Chief Executive for internal and external enquiries.
* Ensure the Joint Chief Executive receives appropriate briefings on current issues and produce reports on key items.
Planning and Organisation
* Plan and organise meetings involving the Trust Management Executives and Executive Directors.
* Manage complex and conflicting priorities when managing diaries.
* Prepare and commission/coordinate presentations for the Joint Chief Executive for meetings and staff briefings.
* Coordinate and supervise delegated project work.
* Arrange visits and walk rounds by the Joint Chief Executive.
Finance and Resources
* Assist in managing the Joint CEO budgets and be an authorised signatory for the wider NBT Trust Headquarters office.
* Authorise EROS orders, timesheets and invoices when necessary.
* Work with the Executive Coordinator and Finance Business partner to ensure that all non-related pay expenditure is managed in line with budget.
Leadership and Management
* Monitor sickness and absences within the Joint Chief Executive’s team.
* Monitor statutory and mandatory training for staff within the Joint Chief Executive’s office.
* Day to day management and supervision of the administrative support function.
Policy and Service Development
* Ensure compliance with all Trust policies and procedures.
* Contribute to the development and implementation of policies and work procedures.
* Implement policies/procedures as requested by the Joint Chief Executive.
* Ensure all information governance regulations are adhered to.
Freedom to Act
* The post holder is directly accountable to the Joint Chief Executive.
* Work in collaboration with the Executive Coordinator.
* Proactively follow up on actions given to the Joint Chief Executive.
Other
* Provide on the job training in relevant administrative tasks to staff.
* Adhere to both Trusts’ Health & Safety procedures.
Person specification
Skills and Experience
* Excellent and professional communications both face-to-face, over the phone and by email.
* Ability to manage an unpredictable workload.
* Methodical and reliable, with attention to detail and accuracy.
* Capacity to adopt changes to working practices quickly.
* Exhibit diplomacy, and listening skills.
Knowledge & Experience
* Substantial secretarial and personal assistant experience at a senior level.
* A strong understanding of the local healthcare sector.
* Previous NHS experience.
If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.
Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.
The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band.
At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity and being a place where we all belong.
Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.
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