Job summary NHS Sussex ICB ambition is to create an inclusive working environment which reflects our commitment to celebrate and promote diversity for all groups. We are particularly under-represented in staff from Black, Asian, and Minority Ethnic (BAME) and disabled communities and actively encourage and welcome applications from these communities. Furthermore, we welcome applications from reservists and ex-armed forces as we recognise the benefits of the values, skills, training and experience that they bring to their work with us. We encourage all applicants to share their equality information with us confidentially during the application process so that we can statistically monitor how fair and equitable our recruitment process is and how well we are reaching applicants from diverse communities and identify where we need to improve. This information is removed before shortlisting. The Private Office of the Chief Executive and Chair is recruiting to a Executive Assistant to the Chief Executive Officer. This is a busy office, and we are looking for a hard working and dedicated individual who has experience working in a similar role, ideally working across multiple organisations to coordinate diaries and proactively manage meetings, as well as working internally with senior executives and their peer group. This role will provide cover for the Chair of NHS Sussex's Executive Assistant regularly. Main duties of the job The Executive Assistant acts as the key point of contact for the Private Office of the Chief Executive and Chairs office and as such they will proactively manage all incoming telephone calls, emails, and enquiries, ensuring these are answered and dealt with appropriately and in a timely and confidential manner before taking any necessary follow up action. Many of these calls are complex and sensitive and require highly developed listening skills with the ability to provide the caller with an appropriate response, often to contentious and political issues. Due to the nature of the work the jobholders work with a high level of autonomy and must have the confidence and initiative to take important decisions on their own, ensuring the Chair / CEO are briefed on them. Relationship management is a key aspect of the role and the Private Office team must develop a strong working relationship with both the CEO and Chair to ensure there is a productive method of communication and escalation that works for all, and ensures the functioning of a seamless, and coordinated function which enables the best use of the Chair and CEOs time. The Business Coordinator will also act as the main point of contact for the Non-Executive Directors (NEDs), assisting with queries, IT and equipment issues, and re-directing as necessary as well as assisting other NHS Sussex colleagues and stakeholders with NED diaries / queries. Proposed Interview Date: 06/12/2024 About us NHS Sussex ICB are committed to enabling team members to work in an agile and flexible way. We adopt a flexible first approach to working patterns. We empower our people to work where, when, and how they choose with minimum constraints to support their wellbeing to sustain good work life balance and to optimise performance and delivery. We celebrate diversity and promote equal opportunities; we are committed to challenging and eliminating racism and other forms of discrimination and advancing and promoting equality of opportunity in the provision of services and creating an inclusive environment for all employees. We believe that everyone has the right to be treated with dignity and respect. Flexible working requests will be considered for all roles. Agile working is not just related to working from different locations or at different times. It is about effectively utilising technology to improve work practices and to work differently to increase our overall effectiveness to improve health outcomes for our population. Should you require a reasonable adjustment to our recruitment process please contact the Recruitment Team at scw.peopleresourcenhs.net to ensure that measures can be put in place to support you. NHS Sussex has committed to achieving Net Zero Carbon emissions by 2045. As a member of staff you will be encouraged and supported to implement new ways of working that will help us achieve that goal. Working for us - Sussex Health and Care (ics.nhs.uk) Date posted 05 November 2024 Pay scheme Agenda for change Band Band 6 Salary £37,338 to £44,962 a year Contract Permanent Working pattern Full-time Reference number D9146-ICB-6540KB Job locations Sackville House Brooks Close Lewes East Sussex BN72FZ Job description Job responsibilities The Executive Assistants to the NHS Sussex Chair and Chief Executive Officer, are responsible for providing high-quality support, working closely together to ensure operational synergy and providing cross-cover so that one assistant is always available to the Chair / CEO, during the working week. The jobholders act as the key point of contact for the Chairs / Chief Executive office and as such, proactively manage all incoming telephone calls, emails, and enquiries, ensuring these are answered and dealt with appropriately and in a timely and confidential manner before taking any necessary follow up action. Many of these calls are complex and sensitive and require highly developed listening skills with the ability to provide the caller with an appropriate response, often to contentious and political issues. Due to the nature of the work the jobholders work with a high level of autonomy and must have the confidence and initiative to take important decisions on their own, ensuring the Chair / CEO are briefed on them. Relationship management is a key aspect of the role and the EAs must develop a strong working relationship with both the CEO and Chair to ensure there is a productive method of communication and escalation that works for all, and ensures the functioning of a seamless, and coordinated function which enables the best use of the Chair and CEOs time. The jobholders also act as the main point of contact for the Non-Executive Directors, assisting with queries, IT and equipment issues, and re-directing as necessary as well as assisting other NHS Sussex colleagues and stakeholders with NED diaries / queries. Owing to the nature of the Chair and CEO business, (a lot of which is external), developing and maintaining strong relationships with all stakeholders and outside agencies to foster collaboration and partnership working is critical, particularly when relaying matters on behalf of the Chair and CEO. Job description Job responsibilities The Executive Assistants to the NHS Sussex Chair and Chief Executive Officer, are responsible for providing high-quality support, working closely together to ensure operational synergy and providing cross-cover so that one assistant is always available to the Chair / CEO, during the working week. The jobholders act as the key point of contact for the Chairs / Chief Executive office and as such, proactively manage all incoming telephone calls, emails, and enquiries, ensuring these are answered and dealt with appropriately and in a timely and confidential manner before taking any necessary follow up action. Many of these calls are complex and sensitive and require highly developed listening skills with the ability to provide the caller with an appropriate response, often to contentious and political issues. Due to the nature of the work the jobholders work with a high level of autonomy and must have the confidence and initiative to take important decisions on their own, ensuring the Chair / CEO are briefed on them. Relationship management is a key aspect of the role and the EAs must develop a strong working relationship with both the CEO and Chair to ensure there is a productive method of communication and escalation that works for all, and ensures the functioning of a seamless, and coordinated function which enables the best use of the Chair and CEOs time. The jobholders also act as the main point of contact for the Non-Executive Directors, assisting with queries, IT and equipment issues, and re-directing as necessary as well as assisting other NHS Sussex colleagues and stakeholders with NED diaries / queries. Owing to the nature of the Chair and CEO business, (a lot of which is external), developing and maintaining strong relationships with all stakeholders and outside agencies to foster collaboration and partnership working is critical, particularly when relaying matters on behalf of the Chair and CEO. Person Specification Qualifications Essential Educated to degree level in relevant subject plus further training to post graduate diploma or equivalent level of experience working at a similar level in specialist area. Further training or significant experience in project management, financial management or supporting change management processes. Other Essential An ability to maintain confidentiality and trust. Adaptability, flexibility, and ability to cope with uncertainty and change. Commitment to continuing professional development. Professional calm and efficient manner Effective organiser Demonstrate a strong desire to improve performance and make a difference by focusing on goals. Commitment to equality, diversity and inclusion and an understanding of equal opportunities Experience Essential Experience and understanding of evaluating and measuring the performance of health services. Experience in communications and stakeholder management Comprehensive knowledge of project management and/or health information systems development Workforce development knowledge and experience Working knowledge of Microsoft Project ECDL A good understanding of the health and social care environment and roles and responsibilities within it Skills and Knowledge Essential 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 project and programme management Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Skills for nurturing key relationships and maintaining networks. Ability to analyse and interpret information, pre-empt, and evaluate issues, and recommend and 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 they may be several courses of action. Skills for project management Previous experience in project management and planning. Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support. Skills for managing projects ensuring they meet financial targets. Person Specification Qualifications Essential Educated to degree level in relevant subject plus further training to post graduate diploma or equivalent level of experience working at a similar level in specialist area. Further training or significant experience in project management, financial management or supporting change management processes. Other Essential An ability to maintain confidentiality and trust. Adaptability, flexibility, and ability to cope with uncertainty and change. Commitment to continuing professional development. Professional calm and efficient manner Effective organiser Demonstrate a strong desire to improve performance and make a difference by focusing on goals. Commitment to equality, diversity and inclusion and an understanding of equal opportunities Experience Essential Experience and understanding of evaluating and measuring the performance of health services. Experience in communications and stakeholder management Comprehensive knowledge of project management and/or health information systems development Workforce development knowledge and experience Working knowledge of Microsoft Project ECDL A good understanding of the health and social care environment and roles and responsibilities within it Skills and Knowledge Essential 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 project and programme management Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Skills for nurturing key relationships and maintaining networks. Ability to analyse and interpret information, pre-empt, and evaluate issues, and recommend and 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 they may be several courses of action. Skills for project management Previous experience in project management and planning. Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support. Skills for managing projects ensuring they meet financial targets. UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Additional information UK Registration Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window). Employer details Employer name NHS Sussex ICB Address Sackville House Brooks Close Lewes East Sussex BN72FZ Employer's website https://www.sussex.ics.nhs.uk/ (Opens in a new tab)