Job summary
NHS
Kent and Medway Integrated Care Board (ICB) is seeking to recruit an Executive
Assistant to the Chief Delivery Officer.
The post holder will be responsible for providing
a confidential and comprehensive executive
PA and administrative service to the
Chief Delivery Officer. The post holder will be required
to administer Executive
level meetings and will be expected to show a high degree of initiative and an ability to organise their day-to-day workload, prioritising and managing large
volumes of work.
Experience of word processing is essential and in particular
the effective use of
Outlook, Word, Excel and Power Point, as is the ability to liaise effectively with other staff and members
of the public in a patient and understanding manner. Key working
relationships will include:
ICB Board members, Operational and Executive
Leadership Teams, NHSE, NHS Trusts.
Main duties of the job
The Executive Assistant will:
- To act as Executive Assistant to the CDO and
provide support to the CDOs team as required.
- To set up and maintain
systems for distribution of documentation and information.
- To be able to identify
and prioritise the workload
of the CDO (to include
emails, meetings
and general correspondence).
- To take minutes of meetings, compile and
distribute agendas and all relevant documentation.
- To compile and draft replies
to correspondence on behalf of the
CDO.
- To manage diaries
as required including the use of Microsoft
Outlook
- To respond to enquiries from internal and external callers, ensuring they are dealt with politely and efficiently and referred to the appropriate
person/department where applicable and to take accurate messages and deal with any matters
arising.
- To support the CDO in delivery of their
Responsible Officer duties
- Undertaking project work,
research and analysis
as required.
About us
Would you like to work flexibly? In the NHS, we are
reminded every day of how important life is. As a flexible working friendly
organisation, we want to be sure that you can work in a way that is best for
us, for our patients and for you. Speak to us about how we might be able to
accommodate a flexible working arrangement which will not mean sacrificing time
for personal interests or family commitments. We aim to support you to work
flexibly in a way that will suit you and us.
The CDO team
will be predominantly based at Gail House in Maidstone, there will be a
business requirement to work at other ICB locations. The postholder will be required to work in
the office 3 days per week.
We work with
staff to agree objectives through regular supervision, annual appraisal, and
access to training opportunities.
We are
committed to equal opportunities and diversity. In order to reflect the
diversity of our population, we positively encourage applications from all
areas of the community regardless of gender, race, faith, disability, age or
sexual orientation. If you would like this information in an alternative format
or in a different language please contact the HR team at kmicb.hr@nhs.net
Job description
Job responsibilities
The post holder will be responsible for providing
a confidential and comprehensive executive
PA and administrative service to the
ICBs Chief Delivery Officer (CDO). The post holder will be required
to administer Executive
level meetings and ad hoc meetings,
and will be expected to show a high degree of initiative and an ability to organise their day-to-day workload, prioritising and managing large
volumes of work.
Experience
of word processing is essential and in particular the effective
use of Outlook, Word, Excel and Power Point, as is the ability to liaise effectively with other staff and members
of the public in a patient and understanding manner. Key working
relationships will include:
ICB Board members, Operational and Executive
Leadership Teams, NHSE, NHS Trusts.
Role
Summary
- To act as Executive Assistant to the CDO and
provide support to the CDOs team as required.
- To set up and maintain
systems for distribution of documentation and information.
- To be able to identify
and prioritise the workload
of the CDO (to include
emails, meetings
and general correspondence).
- To take minutes of meetings, compile and
distribute agendas and all relevant documentation.
- To compile and draft replies
to correspondence on behalf of the
CDO
- To manage diaries
as required including the use of Microsoft
Outlook
- To respond to enquiries from internal and external callers, ensuring they are dealt with politely and efficiently and referred to the appropriate
person/department where applicable and to take accurate messages and deal with any matters
arising.
- To support the CDO in delivery of their
Responsible Officer duties
- On-call support on a rota basis supporting OCC
- Undertaking project work,
research and analysis
as required.
Functional Responsibilities
- Attend all Team meetings, Management Team meetings and training
and development days/ sessions throughout the year.
- Contribute to the development and delivery of the CDOs
team
- Provide cross cover for other
members of the team.
Please
refer to the job description for full details.
Job description
Job responsibilities
The post holder will be responsible for providing
a confidential and comprehensive executive
PA and administrative service to the
ICBs Chief Delivery Officer (CDO). The post holder will be required
to administer Executive
level meetings and ad hoc meetings,
and will be expected to show a high degree of initiative and an ability to organise their day-to-day workload, prioritising and managing large
volumes of work.
Experience
of word processing is essential and in particular the effective
use of Outlook, Word, Excel and Power Point, as is the ability to liaise effectively with other staff and members
of the public in a patient and understanding manner. Key working
relationships will include:
ICB Board members, Operational and Executive
Leadership Teams, NHSE, NHS Trusts.
Role
Summary
- To act as Executive Assistant to the CDO and
provide support to the CDOs team as required.
- To set up and maintain
systems for distribution of documentation and information.
- To be able to identify
and prioritise the workload
of the CDO (to include
emails, meetings
and general correspondence).
- To take minutes of meetings, compile and
distribute agendas and all relevant documentation.
- To compile and draft replies
to correspondence on behalf of the
CDO
- To manage diaries
as required including the use of Microsoft
Outlook
- To respond to enquiries from internal and external callers, ensuring they are dealt with politely and efficiently and referred to the appropriate
person/department where applicable and to take accurate messages and deal with any matters
arising.
- To support the CDO in delivery of their
Responsible Officer duties
- On-call support on a rota basis supporting OCC
- Undertaking project work,
research and analysis
as required.
Functional Responsibilities
- Attend all Team meetings, Management Team meetings and training
and development days/ sessions throughout the year.
- Contribute to the development and delivery of the CDOs
team
- Provide cross cover for other
members of the team.
Please
refer to the job description for full details.
Person Specification
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Excellent Time Management Skills and ability to work under pressure and meet deadlines
- Ability to use own initiative and prioritise workload
- Previous experience of using software packages and in particular Word, PowerPoint and Outlook
- Experience of using appropriate systems to collect, collate and report data in an accurate format (Microsoft Excel, Word, Powerpoint)
- Arrange and co-ordinate meetings, distribute papers and take minutes
- Accurate Message taking and distribution
- Manage, prioritise and distribute incoming and outgoing emails and post
- Significant secretarial experience at a senior level.
- Excellent interpersonal skills
- Ability to communicate well both verbally and in writing
- Confident, reliable and conscientious, professionally helpful and courteous.
- Ability to maintain confidentiality
- Commitment to equal opportunities and anti- discriminatory policies
Qualifications
Essential
- RSA Stage III Word processing or equivalent
- Sound educational background
- Degree or equivalent, or equivalent relevant experience
Person Specification
Experience
Essential
- Proven experience of unsupervised administrative work in a busy office environment
- Excellent Time Management Skills and ability to work under pressure and meet deadlines
- Ability to use own initiative and prioritise workload
- Previous experience of using software packages and in particular Word, PowerPoint and Outlook
- Experience of using appropriate systems to collect, collate and report data in an accurate format (Microsoft Excel, Word, Powerpoint)
- Arrange and co-ordinate meetings, distribute papers and take minutes
- Accurate Message taking and distribution
- Manage, prioritise and distribute incoming and outgoing emails and post
- Significant secretarial experience at a senior level.
- Excellent interpersonal skills
- Ability to communicate well both verbally and in writing
- Confident, reliable and conscientious, professionally helpful and courteous.
- Ability to maintain confidentiality
- Commitment to equal opportunities and anti- discriminatory policies
Qualifications
Essential
- RSA Stage III Word processing or equivalent
- Sound educational background
- Degree or equivalent, or equivalent relevant experience
