Executive Personal Assistant - Band 6

Job summary

Surrey Heartlands ICB are looking to appoint an Executive Personal Assistant to provide professional, and comprehensive, high-quality, personal assistant and administration support to the ICB Director of Multi-Professional Leadership and Chief Nursing Officer and her senior management team.

This includes acting as the first point of contact for and liaising with both internal and external stakeholders; providing efficient diary and inbox management for the Director; arranging meeting and events; managing Committee/Board level meetings and collating documents and correspondence to ensure that the Director is fully prepared and informed for all engagements. It also includes wider business management support to the directorate to facilitate effective working; administrative oversight and collation of core ICB requirements e.g., Business Continuity Planning, shared drive oversight and permissions, COVID-19 enquiry. The role includes providing a comprehensive, confidential high quality secretarial and administrative support to the Director whilst proactively sourcing and processing information of a highly complex and sensitive nature. Where appropriate to liaise and work with other executive assistants and administrative staff across the Executive Floor and trust.

Project a positive image of Surrey Heartlands ICS in all dealings, always taking account of the political and personal sensitivity and often confidential nature if the work involved.

Main duties of the job

• Serve as the first port of call for enquiries where they would otherwise have been addressed to the Director, clarifying highly complex enquiries, handling difficult stakeholders and receiving and managing sensitive information discreetly.
• Respond to enquiries in an efficient, effective and courteous way.
• Filter and prioritise incoming issues, ensuring appropriate escalation and informed and timely response.
• Manage the Director's electronic diary, planning and coordinating all meetings, conferences and events and taking high levels of initiative to ensure their time is used effectively.
• Take all necessary action in order that the Director is always aware of appointments and changes etc.
• Highlight to the Director any key and imminent deadlines.
• Minute taking and preparing agendas and complex papers.
• Ensure all papers are available for all meetings, chasing up in advance where not received, producing/assessing location maps and managing a bring-forward system.
• Administrative oversight and collation of core ICB requirements

About us

Surrey Heartlands is a partnership of organisations working together - with staff, patients, their carers, families, and the public - to support people to live healthier lives. Surrey Heartlands developed into an Integrated Care Board (ICB) since July 2022, working through 4 Integrated, dynamic, and sustainable partnerships (ICP's) , each working together to deliver a shared vision across Surrey. ICP's aim to improve how local services are designed and co-ordinated for efficiency and benefit to the patient and service users. Each partnership is based on co-operation with our component partners, and focusing on local population needs, priorities and decision making.

The 4 ICP's are known as:

• North West Surrey Alliance
• Guildford and Waverley Alliance
• Surrey Downs Health and Care
• East Surrey Place

We have an ambitious vision for transformation and continuous improvement of health and care across our footprint and to deliver our objectives we need a team of capable, collaborative professionals who share the same vision. We are passionate about creating an inclusive workplace that promotes and values diversity. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more creative work environment that delivers better patient outcomes. We welcome all applications, especially those from underrepresented communities, including people with a disability, and those from Black, Asian and Minority Ethnic (BAME) backgrounds.