Executive Assistant

NHS Coventry & Warwickshire Integrated Care Board

This job is now closed

Job summary

The post holder will be responsible for providing a confidential and comprehensive executive PA and administrative service to the ICBs Chief Officer(s). The post holder will be required to administer Executive meetings and ad hoc meetings, and to support Committees of the Board 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.

Main duties of the job

Provide an efficient, high quality and confidential administrative and business support function to the Chair by planning, prioritising and managing complex, conflicting and priority workloads and portfolios.

Manage the diary of theChief Officer(s)

Type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style.

Undertake administrative work for ICB Committees and other appropriate meetings, involving attendance at meetings. To include:

Researching and producing agendas;

Producing accurate, professional and timely minutes;

Producing accurate and timely action schedules and liaise with action owners to ensure actions are completed;

Liaison with/support senior colleagues in the preparation of reports circulation paperwork to a high standard in a timely manner.

Deal with queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. Very rarely, this may involve handling a caller who is upset or aggressive.

Work unsupervised and demonstrate a high level of autonomy, acting as the first point of contact for a range of complex queries and exercising judgement and discretion as to the appropriate response, taking immediate action if necessary or seeking management support as required.

About us

Working alongside a team of Executive Assistants you will demonstrate the ICB's core values. You will work closely with the Governance and Corporate Affairs Team attending regular monthly team meetings and any development opportunities.

Date posted

31 October 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

105-6628161-A

Job locations

Shire Hall, Warwick

Market Place

Warwick

CV34 4RL

Job description

Job responsibilities

In addition to the above, you will:

Work across the organisation as an administrative team member to ensure provision of a smooth and efficient service and liaise with colleagues at a senior level within the ICB and other statutory and external organisations

Provide cross-cover (when required) to assist the administrative team to carry out its critical functions.

Maintain and continually develop office systems and procedures to ensure the efficient and effective running of the organisation.

Contribute to the development of policies and protocols for the organisation.

Maintain and develop comprehensive filing systems, both paper and electronic, ensuring efficient and effective retrieval of documents and that systems are catalogued and accessible.

Undertake surveys, audits or discreet pieces of research as appropriate to own role.

Follow all applicable Standard Operating Procedures (SOPs) and take responsibility for maintaining personal training in the use of SOPs as part of the annual training and development plan.

Ensure confidentiality and discretion is maintained in all communications and that documents and other sensitive information are secure at all times.

Communicate and liaise with Non-Executive Members, Operational and Executive Leadership Teams and external organisations.

Deal effectively with telephone and email enquiries, recording and prioritising messages, taking necessary action and ensuring good communication, displaying tact, confidentiality and initiative.

To independently deal with routine business matters ensuring that issues of concern are brought to the attention of the Executive team.

To communicate professionally and sensitively with people of differing backgrounds

at all levels.

To develop and maintain good working relationships with the Executive Team.

Communicate and liaise with other members of the team both internally and externally. It is essential that everyone is treated with tact, discretion and courtesy.

Efficiently liaise with other agencies, services and stakeholders to provide a high quality service.

Deal with any matters requiring urgent action to the attention of a Chief Officer, taking follow up action as required, sifting of incoming mail.

Preparation of letters, memos, other documents and presentation materials from hand- written drafts. Photocopying, scanning and filing as required.

Manage the electronic diary system on a regular basis throughout the day and ensure that the Chief Officer(s) is advised promptly of any amendments to their schedules.

Utilise the Internet to research information and collate for specific purposes

To organise workshops, conferences and multi-disciplinary meetings as required

Prepare Powerpoint presentations under the guidance of the Chair and Executive team

Undertake any other task which may be reasonably expected of the post holder

Attend all Team meetings, Management Team meetings and training and development days/ sessions throughout the year.