Job summary We have an exciting opportunity for someone to support the day to day coordination and administration of the Chief Finance Officer and Finance Directorate. The post holder will be a key member of a dynamic team, responsible for ensuring effective administration procedures are established and maintained in order to support corporate functions, including statutory committee and executive director team meetings. You will provide a high quality, comprehensive business support and personal assistant function including meeting arrangements and minuting responsibilities, ensuring that the administrative support is of the highest standard and that confidentiality is adhered to at all times. The nature of the post means that the holder may be required to receive and communicate highly confidential and sensitive information. This will require the individual to exercise a high degree of personal responsibility in the appropriate distribution of the information. Main duties of the job Managing administration needs across the Directorate on behalf of the Executive and their Senior Managers Taking telephone calls for the Executive and using their initiative to deal with phone calls and messages, maintaining constructive relationships with a broad range of internal and external stakeholders across the Integrated Care System Sorting and prioritising all incoming mail and e-mail, distributing as appropriate Managing the Executive's mailbox, dealing with incoming emails on behalf of the Executive as appropriate, using categories to organise emails, and developing an efficient email filing and archive system Managing the electronic diary for the Executive, including arranging and changing appointments, often involving other senior colleagues, and prioritising these as appropriate Organising and planning meetings/events as necessary, including distribution of supporting meeting materials Preparing agendas, taking minutes/action notes and distributing notes of meetings including typing up of group discussions and interviews as necessary The role will undertake a wide range of executive assistant administrative tasks, including taking personal responsibility for a range of delegated projects and business. About us NHS Devon Integrated Care System As an Integrated Care System (ICS), we recognise now more than ever that we can only provide the care that people really need by working together. Together for Devon therefore represents a partnership where health and care services work together with local communities to improve peoples health, wellbeing and care. It aims to transform health and care services so they are clinically, socially and financially sustainable. Our vision is simple: equal chances for everyone in Devon to lead long, happy and healthy lives. To achieve this, we have set out six ambitions for the next five years that will help us transform services including: Effective and efficient care, embedding the Integrated Care Model, the Devon deal (a citizen-led approach to health and care), Children and young people, Digital Devon and ensuring Equality. About NHS Devon As part of the Devon ICS, NHS Devon Integrated Care Board is responsible for the majority of county's NHS budget, and develops a plan to improve peoples health, deliver high-quality care and better value for money. The organisation is led by a diverse board, with an aim to improve peoples lives in Devon wherever they live, to reduce health inequalitiesand make sure we can deliver these services for the long term. For more information, visit our website www.onedevon.org.uk Date posted 17 January 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time Reference number 144-JR021-CORP02-25 Job locations Aperture House Pynes Hill, Rydon Lane Exeter EX2 5AZ Job description Job responsibilities Please see the attached Job description and person specification for full details of the role and responsibilities All posts can be considered as development opportunities if applicants do not meet the essential criteria at the time of appointment but would be able to meet this in a reasonable time frame. Vacancies may close early if a high volume of applications are received. Job description Job responsibilities Please see the attached Job description and person specification for full details of the role and responsibilities All posts can be considered as development opportunities if applicants do not meet the essential criteria at the time of appointment but would be able to meet this in a reasonable time frame. Vacancies may close early if a high volume of applications are received. Person Specification Qualifications Essential Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area Experience Essential Knowledge of administrative procedures, project management or information analysis Expert knowledge of MS packages including Word, Excel, PowerPoint and Outlook Desirable Previously worked in similar position within the public sector Knowledge of NHS issues Understanding of Data Protection Act Skills Essential Skilled communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering complex information/ instructions to staff and service users Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills Ability to work under pressure in a busy working environment and able to multi-task Ability to work effectively as part of a team Strong problem-solving skills with the ability to respond to sudden unexpected demands Excellent time management skills with the ability to re-prioritise Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales Other Essential Understanding of and commitment to equality of opportunity and good working relationships An ability to maintain confidentiality and trust Professional, calm and efficient manner Commitment to continuing professional development Positive, flexible and pro-active approach to work Used to working in a busy environment Adaptability, flexibility and ability to cope with uncertainty and change Effective organiser Person Specification Qualifications Essential Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area Experience Essential Knowledge of administrative procedures, project management or information analysis Expert knowledge of MS packages including Word, Excel, PowerPoint and Outlook Desirable Previously worked in similar position within the public sector Knowledge of NHS issues Understanding of Data Protection Act Skills Essential Skilled communicator with excellent writing, data entry and presentation skills: capable of constructing and delivering complex information/ instructions to staff and service users Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills Ability to work under pressure in a busy working environment and able to multi-task Ability to work effectively as part of a team Strong problem-solving skills with the ability to respond to sudden unexpected demands Excellent time management skills with the ability to re-prioritise Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales Other Essential Understanding of and commitment to equality of opportunity and good working relationships An ability to maintain confidentiality and trust Professional, calm and efficient manner Commitment to continuing professional development Positive, flexible and pro-active approach to work Used to working in a busy environment Adaptability, flexibility and ability to cope with uncertainty and change Effective organiser 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 NHS Devon Integrated Care Board Address Aperture House Pynes Hill, Rydon Lane Exeter EX2 5AZ Employer's website https://onedevon.org.uk/ (Opens in a new tab)