Senior Executive Assistant to the Joint Chief Executive
Band 6
Main area Chief Executive Division Grade Band 6 Contract Permanent Hours Full time - 37.5 hours per week Job ref 387-TS-6970-JC
Site NBT Trust Headquarters & UHBW Trust Headquarters Town Bristol Salary £37,338 - £44,962 per annum Salary period Yearly Closing 16/01/2025 23:59
As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.
We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.
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
In this role, 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
* Ensure that the Joint Chief Executive’s priorities are effectively communicated to the Executive Teams and wider senior leadership
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 to inc. NHSE/I, BNSSG ICB, CQC and HEE and clients.
* 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.
* To 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, identifying problems and offering solutions.
* 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.
* Managing complex and conflicting priorities when managing diaries.
* Prepare and commission/coordinate presentations for the Joint Chief Executive for meetings and staff briefings.
* Together with the Executive Coordinator, coordinate and supervise delegated project work.
Finance and Resources
* Assist in managing the Joint CEO budgets and be an authorised signatory for the wider NBT Trust Headquarters office.
* 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 and the wider administrative support function.
* Day to day management and supervision of the administrative support function.
Policy and Service Development
* Ensure compliance with all Trust policies and procedures within own role and that of the Joint Chief Executive’s office.
* Contributes to the development and implementation of policies and work procedures within own area of work.
Freedom to Act
* The post holder is directly accountable to the Joint Chief Executive with complete freedom to work on their own initiative and determine how work should be planned, prioritised, and delivered.
Other
* Provide on the job training in relevant administrative tasks to staff within Trust Headquarters, as and when required.
* To 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
Knowledge & Experience
* Substantial secretarial and personal assistant experience at a senior level, including working for an Executive Director
* A strong understanding of the local healthcare sector
* Previous NHS experience
We hope that you will decide to join us and become part of this exciting journey, helping us to shape our future together.
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