Job responsibilities
Introduction
The
Human Tissue Authority’s (HTA’s) primary goal is to protect public and
professional confidence in the safe and ethical use of human tissue.
The
HTA is the national independent regulator for organisations that remove, store
and use tissue for research, medical treatment, post-mortem examination,
teaching and display in public. We also give approval for organ and bone marrow
donations from living people. With the interests of the public and those we
regulate at the centre of our work, we aim to maintain confidence by ensuring
that human tissue is used safely and ethically, with proper consent.
Established
under the Human Tissue Act 2004, we are an Executive Non- Departmental Public
Body sponsored by the Department of Health and Social Care. The Authority’s
Chair and Board are appointed by the Secretary of State for Health. The Chair
and half of the Board are lay, with the remainder being professionals drawn
from some of the groups who are affected by the legislation. The Authority is
supported by an Executive team of 50 staff.
HTA core values
The
HTA’s values are our shared beliefs about behaviours that are key to how we
deliver against our objectives. Our values help us achieve our vision and
strategy, shape the way we deliver our regulatory functions and are integral to
the way we interact with each other, professional stakeholders and the public.
Our
values:
·
Professionalism – the high
standards we apply in the conduct of our individual and collective
responsibilities.
·
Respect – a proper regard for the abilities and
perspectives of others.
·
Expertise – the skills, knowledge and experience
we apply for the benefit of our stakeholders and each other.
·
Agility – rapid and positive response to
changes in the internal and external environment without losing momentum.
Job purpose
This
is a new role, reporting directly to the Deputy Director Performance & Corporate
Governance. The Private Office Lead has a vital and unique role at the HTA. This
role holder will provide dedicated support to the CEO, line manage 2 Executive Assistants
/ Board Support, and under the direction of the Deputy Director Performance
& Corporate Governance, ensure the Private Office operates in an agile
fashion, effectively and efficiently with complete confidentiality and
discretion.
This
role holder will be required to quickly develop an understanding of who’s who
across the HTA, what they do and the impact of their work with business
priorities. They will also effectively develop support systems and channels of
communication to foster strong relationships with stakeholders both internally
and externally. They will be central in overseeing and triaging the work of
those they line manage to ensure the Private Office is prioritising work for
the overall HTA, the Chair, CEO and Directors within the corporate governance
cycles.
Our
CEO, Board Chair and SMT all operate in a complex fast paced environment. This role
will be responsible for all aspects of diary management for the CEO and with
the support of the Executive Assistants ensure the Board Chair and SMT’s day to
day diary is organised in the most efficient manner, allowing space for
strategic activity.
This role
holder will act as a key link between the most senior decision makers, the
wider organisation and key external stakeholders. Under the direction of the Deputy
Director Performance and Corporate Governance, this role holder plays a
strategic role in determining where the HTA Board, Senior Management Team,
Chair, and Chief Executive focus their time. They will need to be a trusted
support to the Chief Executive and Chair and someone who will work closely with
both, engaging on some of the most complex and challenging issues that the HTA faces,
providing associated corporate governance support.
This role
provides the opportunity to make a real difference to the operation of the HTA
by leading the Private Office team. You will build trusted relationships with
the most senior people in the HTA and Board. You will be accountable for
proactively developing and ensuring that the Private Office team provide a good
service that fully supports the Chair, Chief Executive, and the Senior
Management Team to carry out their roles effectively.
Key tasks
and responsibilities
a) Leadership of and contribution to the
work of the HTA Private Office so that it provides professional and trusted
support to the Chair, Chief Executive, and the Senior Management Team, and
which consistently works within the HTA’s Vision and Mission and demonstrates
and our Values.
b) Managing 2 Executive Assistants / Board
Support and working with them to deliver against a demanding workload and
conflicting priorities that require discretion in highly sensitive matters and
by properly managing confidential information.
c)
Establish
support systems and channels of communication to effectively foster strong
relationships with stakeholders internally, handle email communications and
establish communication priorities.
d) Create documents, reports and
correspondence as required, assist in the collation of papers for various
senior meetings and Boards including recording and completing meeting minutes.
e) Trouble-shooter in resolving difficult
issues on behalf of Private Office, using tact and diplomacy and always acting
fairly to quickly bring issues to a successful resolution, and escalating to
the Deputy Director Performance & Corporate Governance, as appropriate.
f) Accountable for the Private Office team
and ensuring appropriate support to the Board and SMT, on occasions, stepping
into the Executive Assistant role when needed to provide cover.
g) Assist the Deputy Director Performance &
Corporate Governance in establishing excellent working relationships with
senior stakeholders in, Department of Health and Social Care, the wider
government departments as well as the Devolved Administrations.
To
be successful in this role you will require a strong service ethos, with strategic
and tactical awareness. You will have the ability to manage many concurrent
issues and to prioritise effectively, to quickly build trust through effective
relationships with the most senior staff and those across the organisation and
further afield. This is a unique role within the HTA with insight and access
across the organisation. The successful
candidate will share a passion for what we do and how we do our work. They will
support our corporate Vision and Mission, and display behaviours consistent
with our corporate Values.
Able to
demonstratable resilience and flexibility of approach to manage uncertainty and
ambiguity whilst remaining outcome focused.
External
contacts
Professional
organisations, patient organisations, the general public, media, Department of
Health and Social Care, Devolved Administrations, and other health regulators
and key stakeholders.
Internal
contacts
Board Members, CEO,
SMT and Heads of Function, and across the organisation.
Essential
criteria
1.
Proven
experience of supporting a Director, CEO and/or Board Chair in all matters, from
preparation of Board and Committee Papers, to providing an ‘ear to ground’ and diary
management. This may be from working in / managing a senior leader’s office.
2.
Experience
working across Government departments or within the Public Sector and
supporting Board operations and associated corporate governance cycles.
3.
Proven
experience of using initiative and sound judgement to prioritise and work
effectively to tight deadlines and provide an exemplary customer service.
4.
Strong
written and verbal communication including ability to listen and interpret
instructions accurately and quickly. High standard of written English for
drafting and editing concise briefings based upon complex documents.
5.
Management
experience of directly managing junior administrative staff and managing
contributions from across teams.
6.
Ability
to work as part of a wider team, flexible to flow to the work autonomously and ability
to recognise when to escalate issues.
Desirable criteria
1.
Experience
of working within the regulation environment
2.
Experience
of the health sector and / or life sciences sector
*Standard
contracts available are homeworking (an average of 3 days in the office each
month) or office-based (minimum of 1 day a week in the office).
