Senior Executive Assistant to the Joint Chief Executive
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
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.
Job 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 to inc. NHSE/I, BNSSG ICB, CQC and HEE and clients.
* 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.
* Foster and maintain effective working relationships with the UHBW Council of Governors, both organisations Non-Executive Directors and Executive Directors.
* Work with the communications and governance teams to ensure that internal and external communications for the Joint Chief Executive are fit for purpose and timely.
Planning and Organisation
* Plan and organise meetings involving the Trust Management Executives and Executive Directors at both organisations.
* Manage complex and conflicting priorities when managing diaries.
* Prepare and 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.
* 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 Executives team.
* Monitor statutory and mandatory training for staff within the Joint Chief Executives office.
* Manage and supervise 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.
* Assist in the communication of new policies which impact staff and patients.
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.
* Actively participate in wider Trust Headquarter meetings.
Other
* Provide on the job training in relevant administrative tasks.
* Adhere to both Trusts Health & Safety procedures.
* Other duties appropriate to the grade as agreed between the post holder and manager.
Person Specification
Skills and Experience
* Excellent and professional communications.
* 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.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975.
Address
NBT Trust Headquarters & UHBW Trust Headquarters
Southmead Road, Bristol and Marlborough Street, Bristol
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