Job summary To support the ICB's Executive Directors in the delivery of their role overseeing the ICB's strategic and operational agenda and in any relationships or activities they may take part in across the wider SWL (SOUTH WEST LONDON) local system, regional or national footprint. Whilst post holders may be asked to support a nominated Executive Director initially they are expected to be flexible to support any Executive Director on a temporary or permanent basis. The post holder will supply an effective and comprehensive range of managerial and administrative/secretarial tasks, including taking personal responsibility for a range of delegated projects and business to ensure the smooth running of the Executive's responsibility and functions and provide an efficient administrative service. You will be expected to exercise your judgment in making decisions and to be able to operate and deliver independently as well as being part of a team. The post is a hybrid working post, which will require you to be onsite at the office for 2/3 days each week. Main duties of the job You will be responsible for management of e-mail, complex diary management, organising meetings, preparation/distribution of meeting papers, identifying, and resolving issues to avoid escalation and acting as the main channel of communication between stakeholders and the Executive Director. Within your day-to-day work you will deal with a complex range of duties and responsibilities and be able to exercise discretion and initiative to ensure the smooth running of the Executive's office, managing a busy diary and arranging meetings. The nature of the post means that you will often be required to communicate and receive confidential information which may be of a controversial or sensitive nature. This will require you to exercise a high degree of personal responsibility in the appropriate distribution of information, working closely with the CEO (Chief Executive Officer), Chair, Non-Executive Members, and other Executive Directors. About us NHS South West London Integrated Care Board (ICB), as part of South West London Integrated Care System (ICS), is a partnership of organisations that come together to plan and deliver joined up health and care services to improve the lives of people in our six boroughs: Croydon, Merton, Kingston, Richmond, Sutton and Wandsworth. Each ICS consists of two statutory elements: an Integrated Care Board, bringing the NHS together with its partners locally to improve health and care services an Integrated Care Partnership (ICP): the broad alliance of organisations and representatives concerned with improving the care, health and wellbeing of the population, jointly convened by the ICB and local authorities in the area. ICBs are statutory NHS bodies responsible for planning and allocating resources to meet the four core purposes of integrated care systems (ICSs): to improve outcomes in population health and healthcare; tackle inequalities in outcomes, experience and access; enhance productivity and value for money and; help the NHS support broader social and economic development. NHS South West London Integrated Care Board decides how the South West London NHS budget is spent and develops plans to improve people's health, deliver higher quality care, and better value for money. Date posted 04 November 2024 Pay scheme Agenda for change Band Band 6 Salary £42,939 to £50,697 a year Per Annum inclusive of Outer HCAS Contract Permanent Working pattern Full-time Reference number 491-SWLCA15-A Job locations SWL Corporate Affairs Team (930576) L4 120 The Broadway London SW19 1RH Job description Job responsibilities Please refer to the job description for full details Duties and Responsibilities To prioritise and manage the workload of the Executive Directors, often working within tight timescales, prioritising tasks in line with organisational objectives, anticipating potential problems, and drawing the Executive Directors attention to the need to take timely action, where necessary.Provide personal assistance to the Executive Directors with regards to core elements of the business, attending some key meetings to provide support.Provide secretarial support at meetings as required. Prepare and ensure agendas, previous minutes and supporting materials are forwarded to respective parties in line with relevant time objectives.Take formal minutes where required.Make appropriate decisions in the absence of the Executive Directors, consulting with other senior staff as appropriate. Take personal responsibility, in the absence of the Executive Directors, for handling difficult issues and telephone calls, seeking advice as appropriate.Allocate and effectively manage work passed to other members of staff, ensuring deadlines are met, reassessing priorities, and refocusing the Executive Directors attention at times of sustained pressure.To cover the Executive Office between the hours of 8am and 6pm, Monday to Friday, and any evening ICS meetings, on a rota system. Job description Job responsibilities Please refer to the job description for full details Duties and Responsibilities To prioritise and manage the workload of the Executive Directors, often working within tight timescales, prioritising tasks in line with organisational objectives, anticipating potential problems, and drawing the Executive Directors attention to the need to take timely action, where necessary.Provide personal assistance to the Executive Directors with regards to core elements of the business, attending some key meetings to provide support.Provide secretarial support at meetings as required. Prepare and ensure agendas, previous minutes and supporting materials are forwarded to respective parties in line with relevant time objectives.Take formal minutes where required.Make appropriate decisions in the absence of the Executive Directors, consulting with other senior staff as appropriate. Take personal responsibility, in the absence of the Executive Directors, for handling difficult issues and telephone calls, seeking advice as appropriate.Allocate and effectively manage work passed to other members of staff, ensuring deadlines are met, reassessing priorities, and refocusing the Executive Directors attention at times of sustained pressure.To cover the Executive Office between the hours of 8am and 6pm, Monday to Friday, and any evening ICS meetings, on a rota system. Person Specification Education / Qualifications Essential Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area Further training or experience in the provision of Executive support Evidence of continued professional development Knowledge and Experience Essential Experience of working in a complex, multidisciplinary environment At least five years' experience of working at Personal or Executive Assistant level, ideally in a similar environment to the ICB Experience of drafting briefing papers and correspondence at executive/board level Experience of successfully managing several high-level diaries at the same time Proficiency in managing meeting cycles and drafting formal minutes. Experience of working to tight deadlines and managing own time Experience of working to tight deadlines and managing own time Significant experience of successfully operating in a politically sensitive environment. Experience of monitoring budgets and business planning processes Experience of drafting briefing papers and correspondence at executive/board level Skills and Abilities Essential Ability to draft correspondence Ability to prioritise tasks, seeking guidance as required Advanced Keyboard skill - Advanced use of IT packages e.g. Microsoft Office package Excellent organisational skills Confident - able to deal with individuals at all levels and in challenging situations Other Essential Understanding of confidentiality Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary Demonstrates commitment to NHS and organisational values and behaviours Person Specification Education / Qualifications Essential Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area Further training or experience in the provision of Executive support Evidence of continued professional development Knowledge and Experience Essential Experience of working in a complex, multidisciplinary environment At least five years' experience of working at Personal or Executive Assistant level, ideally in a similar environment to the ICB Experience of drafting briefing papers and correspondence at executive/board level Experience of successfully managing several high-level diaries at the same time Proficiency in managing meeting cycles and drafting formal minutes. Experience of working to tight deadlines and managing own time Experience of working to tight deadlines and managing own time Significant experience of successfully operating in a politically sensitive environment. Experience of monitoring budgets and business planning processes Experience of drafting briefing papers and correspondence at executive/board level Skills and Abilities Essential Ability to draft correspondence Ability to prioritise tasks, seeking guidance as required Advanced Keyboard skill - Advanced use of IT packages e.g. Microsoft Office package Excellent organisational skills Confident - able to deal with individuals at all levels and in challenging situations Other Essential Understanding of confidentiality Ability to work as part of a team and work flexibly to provide support to other departments and teams as and when necessary Demonstrates commitment to NHS and organisational values and behaviours 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 South West London Integrated Care Board Address SWL Corporate Affairs Team (930576) L4 120 The Broadway London SW19 1RH Employer's website https://www.southwestlondon.icb.nhs.uk (Opens in a new tab)