Job summary
Executive Assistant to ICB Chief Officer/Executive Director
An opportunity has arisen for an experienced, highly organised, enthusiastic and self-motivated individual to provide support to an ICB Chief Officer/Executive Director in the Birmingham and Solihull Integrated Care Board (ICB).
The successful candidate will have substantial experience as a Executive/Personal Assistant supporting senior managers. Complex diary management skills are essential and you will be expected to acquire an understanding of the portfolios of the ICB Chief Officers to prioritise commitments appropriately.
Excellent communication skills are essential as well as the ability to work on your own with a high degree of autonomy and minimal supervision. Attention to detail and the ability to produce error free documents are very important and need to be maintained even in times of pressure.
Candidates must have experience of supporting high level meetings including compiling agendas and associated papers along with exemplary minute taking skills. Strong team working and cross-cover for colleagues will be required.
Candidates must have a high level of proficiency in Microsoft Outlook and Word with a working knowledge of Excel and PowerPoint.
The positions will be based at the ICB Headquarters in Birmingham City Centre although travel to other sites may be required.
This is a full-time post (37.5hrs per week) following a Hybrid working model with a minimum of 3 days in the office and 2 at home.
Main duties of the job
The post-holder will provide a comprehensive business support service to the Executive Directorsand assist the Executive Team in achieving the ICB's aims and objectives maintaining the highest standards of customer care at all times. Each EA will support named Directors but will be expected to provide flexible cross-cover for EA colleagues as required.
You will provide a quality and responsive personal assistant service including complex diary management and extensive minute taking, all applicants must be highly experienced and confident in minute taking up to and including Board level.
This department is very busy and the work, at times, very pressurised, particularly when having to arrange urgent meetings and minuting unexpected meetings. The post holder should be adept, confident and flexible to meet the ever-changing demands.
You will need to be able to use your initiative and plan your own workload in a way that supports the Executive Management Team. Therefore, it is essential that a close working relationship and cover arrangements exist between the post holder and other Executive Assistants supporting other members of the Executive Management Team to ensure a seamless service is provided at all times.
You will be expected to exercise judgement and initiative when communicating with other senior managers, Trusts and outside agencies, and to act as a focal point for queries on behalf of and in the absence of the Executive Directors you will be supporting.
About us
The post is an essential part of the Executive Office Team supporting the Executive Officers , ICB staff members and external partners. The role supports the day to day efficiency of the organisation and the ability for executive colleagues to work effectively on the Wesleyan site. This is a great opportunity to work within the newly established ICB, delivering an integral function.
The ICB is committed to having a workforce which is representative of the population of Birmingham and Solihull. Our current staffing profile demonstrates that we are not as representative as we would like to be at this level within the organisation. We would actively welcome applications from males for this role.
The ICB is registered as a Disability Confident Employer. We actively welcome applications from applicants with a disability and commit to shortlisting all such suitable applicants who meet the essential criteria for an interview. Please let us know of any reasonable adjustments you require in order to participate in the recruitment process.
Job description
Job responsibilities
- Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.
- Maintain an effective bring forward system, ensuring the Executive Director(s) receive papers at appropriate times and that deadlines are adhered to and action is taken as appropriate.
- Undertake complex diary management demonstrating an understanding of the portfolios of work of the Director(s) to prioritise commitments appropriately.
- Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Executive Director(s) has sufficient work/reflective time and all deadlines are met.
- To provide a comprehensive Executive Assistant service, including secretarial service, to the Executive Director(s) to enable them to carry out their duties in an effective and efficient manner balancing the needs of all parties in terms of trust specific and group model work.
- Work flexibly to ensure the Executive Director(s) have adequate support and the office is manned during office hours (e.g. from 8.30 am to 5.00 pm)
- Organise high level meetings including preparation of agendas, papers and briefings and collation and distribution of papers. Minute taking, production and distribution demonstrating exemplary minute taking skills.
- Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.
- Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
- Plan and organise a range of events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc
- In consultation with the Executive Director(s) plan work schedules and priorities, meet with the Executive Director(s) regularly to forward plan and update on current issues.
- Undertake specific project work as requested by the Executive Director(s) including creating presentations and reports.
- Coordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Executive Director(s) have all relevant
- Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
- Provide ad-hoc support to other directors, managers and leads associated with the Executive Director(s) portfolios
Job description
Job responsibilities
- Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.
- Maintain an effective bring forward system, ensuring the Executive Director(s) receive papers at appropriate times and that deadlines are adhered to and action is taken as appropriate.
- Undertake complex diary management demonstrating an understanding of the portfolios of work of the Director(s) to prioritise commitments appropriately.
- Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Executive Director(s) has sufficient work/reflective time and all deadlines are met.
- To provide a comprehensive Executive Assistant service, including secretarial service, to the Executive Director(s) to enable them to carry out their duties in an effective and efficient manner balancing the needs of all parties in terms of trust specific and group model work.
- Work flexibly to ensure the Executive Director(s) have adequate support and the office is manned during office hours (e.g. from 8.30 am to 5.00 pm)
- Organise high level meetings including preparation of agendas, papers and briefings and collation and distribution of papers. Minute taking, production and distribution demonstrating exemplary minute taking skills.
- Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.
- Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.
- Plan and organise a range of events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc
- In consultation with the Executive Director(s) plan work schedules and priorities, meet with the Executive Director(s) regularly to forward plan and update on current issues.
- Undertake specific project work as requested by the Executive Director(s) including creating presentations and reports.
- Coordinate the rolling programme of performance and development reviews and 1:1 meetings; scheduling meetings and ensuring the Executive Director(s) have all relevant
- Optimise IT applications by effectively using all aspects of Microsoft applications to produce accurate and well-presented documentation, presentations etc.
- Provide ad-hoc support to other directors, managers and leads associated with the Executive Director(s) portfolios
Person Specification
Essential
Essential
- Experience of working with Senior Managers, Executives and Boards.
- Experience and knowledge of administrative procedures
Desirable
- Previous NHS or public sector experience
Essential
Essential
- Substantial experience of working at a similar level
- Substantial experience of formal high level minute taking
Person Specification
Essential
Essential
- Experience of working with Senior Managers, Executives and Boards.
- Experience and knowledge of administrative procedures
Desirable
- Previous NHS or public sector experience
Essential
Essential
- Substantial experience of working at a similar level
- Substantial experience of formal high level minute taking
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.
