Responsible for the operational, administrative, and business management for the Chief Pharmacist and Deputy Chief Medical Officer, providing initial prioritisation of incoming work and resolving day-to-day issues independently. Providing a complete and wide-ranging personal assistant service to both Chief Pharmacist and Deputy Chief Medical Officer, including all administrative support and ensuring the efficient and professional day-to-day management of their office.
Providing comprehensive diary and document management, arranging and servicing meetings, including formal minute taking when required, and maximising the time of the Chief Pharmacist and Deputy Chief Medical Officer. The post holder will have a high level of administrative responsibility and will be expected to manage their own work and take key decisions within policies and without reference to senior management, while managing highly confidential, complex, and sensitive information.
The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders and participate in relevant internal and external projects.
Responsibilities include:
1. First point of contact for Chief Pharmacist and Deputy Chief Medical Officer providing advice or guidance and signposting where appropriate.
2. Providing confidential and timely diary/inbox management ensuring that the Chief Pharmacist and Deputy Chief Medical Officer's time is well managed.
3. Facilitating a busy schedule of meetings and committees, including preparing and circulating papers, arranging venues, taking formal minutes or notes and actions, creating and updating action logs, and carrying out follow-up work.
4. Maintaining forward planners and ensuring meetings are organised in sufficient time.
5. Providing high quality and timely word processing service when producing highly sensitive correspondence, emails, and presentations.
6. Formulating initial draft documents from information requested.
7. Ensuring that essential issues are brought to the attention of the team and, in their absence, using own judgement when dealing with or signposting such issues.
8. Liaising with counterpart ICB, Provider, Stakeholder, and NHSE colleagues.
9. Acting as part of the Fire Warden team for the organisation covering statutory duties with respect to building evacuations, after receiving necessary training.
10. Working with other PAs in the ICB to provide cross-cover and a network of communication, including receiving visitors to the office.
11. Acting as part of the Call Support Team servicing the Daily System Flow calls, after appropriate training.
We are committed to creating an inclusive organisation that promotes and values diversity. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, and people from all religions and beliefs.
A full job description for this role is attached in the documents - please ensure that you consider it fully and do not rely only on the information in the summaries.
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