Job summary
The role of diary manager is critical to the smooth running of the Chief Executives office and enables them to fulfil their role effectively. The role reports to the Executive Assistant to the CEO and Chair and has a dotted reporting line to the CEO.
Main duties of the job
As a Diary Manager you will:
- Be responsible for the strategic planning of the CEOs diary to ensure efficient use of the CEOs time, this includes management of the day-to-day electronic diary for the CEO
- Informing key stakeholders are informed of upcoming meetings
Ensuring the CEO has the relevant papers and briefings prior to meetings
- Act as the initial point of contact for external stakeholders
- Work collaboratively with colleagues and other PAs from across the organisation and develop and maintain relationships with external stakeholders and colleagues
We would love to hear from you if you:
- Have experience of running a diary for a busy CEO or senior leader in the health and social care environment
- Are able to development and maintain senior stakeholder relationships
- Are an excellent communicator and have great organisational, planning and time management skills
- Have an understanding of the NHS structure and key bodies.
About us
The NHS Confederation is the membership organisation that brings together, supports and speaks for the whole healthcare system in England, Wales and Northern Ireland.
The NHS Confederation is committed to promoting a diverse and inclusive environment for our staff. A place where we can all be ourselves and succeed on merit. We offer a range of inclusive employment policies including family friendly policies and flexible working and we have range of channels to support staff from different backgrounds including our staff networks and a staff forum.
The NHS Confederation is committed to being a flexible employer. We understand the value and benefit to our employees being able to work flexibly and our agile working principles are designed to empower our people to work with optimal flexibility and minimal constraints to support a work life balance and take care of employee health and wellbeing.
Job description
Job responsibilities
- Diary Management
Strategic planning of the CEOs diary, developing a high-level understanding of key member and stakeholder priorities and ensuring efficient and appropriate use of the CEOs time.
- Managing the day-to-day electronic diary for the CEO, including arranging and changing appointments, prioritising these as appropriate - adapting quickly to changes to ensure smooth and effective use of the CEOs capacity.
- Exercise judgment and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, being conscious of business priorities.
- Ensuring key colleagues in the wider organisation are informed of upcoming stakeholder meetings as appropriate.
- Ensure the Chief Executive receives relevant papers and briefings in a timely manner, so that they have sufficient time to absorb the content and provide any feedback prior to their meetings.
- Co-ordinating and booking all travel (within the UK and some international) and accommodation arrangements as well as booking meeting rooms as necessary.
- Act as the initial point of contact for external stakeholders, handling all queries and passing on relevant information to appropriate team members sensitively and autonomously.
- Ensure that the CEOs Outlook contacts and the organisations CRM are current and update as necessary.
- Undertake general administrative tasks including printing, photocopying, scanning, and maintaining hard and soft filing systems - ensuring information is secure and accessible to other team members in line with GDPR standards.
- Develop and implement changes to and/or new processes to support the effective running of the CEOs office and across the organisation.
- Support the CEO with a small number of ad hoc and personal tasks associated with this grade role - The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive.
Communication and Team working
- Work in collaboration with the Executive Assistant to the CEO and Chair to ensure the smooth running of the CEOs day to day schedule to meet and deliver business priorities.
- Develop and maintain effective relationships with external stakeholders (including very senior leaders) and colleagues to support the organisation.
- Work collaboratively with colleagues and other PAs across the organisation to provide an effective and resilient support service to the Confederations senior leadership.
- Working flexibly to cover leave where necessary.
- Maintain a high degree of confidentiality, professionalism, and personal integrity.
Job description
Job responsibilities
- Diary Management
Strategic planning of the CEOs diary, developing a high-level understanding of key member and stakeholder priorities and ensuring efficient and appropriate use of the CEOs time.
- Managing the day-to-day electronic diary for the CEO, including arranging and changing appointments, prioritising these as appropriate - adapting quickly to changes to ensure smooth and effective use of the CEOs capacity.
- Exercise judgment and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, being conscious of business priorities.
- Ensuring key colleagues in the wider organisation are informed of upcoming stakeholder meetings as appropriate.
- Ensure the Chief Executive receives relevant papers and briefings in a timely manner, so that they have sufficient time to absorb the content and provide any feedback prior to their meetings.
- Co-ordinating and booking all travel (within the UK and some international) and accommodation arrangements as well as booking meeting rooms as necessary.
- Act as the initial point of contact for external stakeholders, handling all queries and passing on relevant information to appropriate team members sensitively and autonomously.
- Ensure that the CEOs Outlook contacts and the organisations CRM are current and update as necessary.
- Undertake general administrative tasks including printing, photocopying, scanning, and maintaining hard and soft filing systems - ensuring information is secure and accessible to other team members in line with GDPR standards.
- Develop and implement changes to and/or new processes to support the effective running of the CEOs office and across the organisation.
- Support the CEO with a small number of ad hoc and personal tasks associated with this grade role - The duties/responsibilities listed above describe the post as it is at present and is not intended to be exhaustive.
Communication and Team working
- Work in collaboration with the Executive Assistant to the CEO and Chair to ensure the smooth running of the CEOs day to day schedule to meet and deliver business priorities.
- Develop and maintain effective relationships with external stakeholders (including very senior leaders) and colleagues to support the organisation.
- Work collaboratively with colleagues and other PAs across the organisation to provide an effective and resilient support service to the Confederations senior leadership.
- Working flexibly to cover leave where necessary.
- Maintain a high degree of confidentiality, professionalism, and personal integrity.
Person Specification
Experience
Essential
- Demonstrable significant experience of running a diary for a busy Chief Executive or Senior Leader in the Health and Social Care environment.
- A good understanding of the NHS structure, key bodies and senior stakeholders.
- Demonstrable experience of developing and maintaining senior stakeholder relationships.
- Able to work with a large degree of autonomy and the ability and confidence to make decisions.
- Excellent communication and interpersonal skills and confidence when dealing with very senior individuals.
- Able to demonstrate excellent organisational, planning and time management skills which ensure consistent delivery to often tight and conflicting timescales.
- A responsive, flexible attitude with the ability to use own intuition and initiative to manage demanding priorities often in a fast-moving environment.
- Able to promote an inclusive working environment, promoting diversity and inclusion through all aspects of the role.
- Excellent IT skills and experience of key Microsoft packages including Outlook, Word, Excel and PowerPoint effectively.
Person Specification
Experience
Essential
- Demonstrable significant experience of running a diary for a busy Chief Executive or Senior Leader in the Health and Social Care environment.
- A good understanding of the NHS structure, key bodies and senior stakeholders.
- Demonstrable experience of developing and maintaining senior stakeholder relationships.
- Able to work with a large degree of autonomy and the ability and confidence to make decisions.
- Excellent communication and interpersonal skills and confidence when dealing with very senior individuals.
- Able to demonstrate excellent organisational, planning and time management skills which ensure consistent delivery to often tight and conflicting timescales.
- A responsive, flexible attitude with the ability to use own intuition and initiative to manage demanding priorities often in a fast-moving environment.
- Able to promote an inclusive working environment, promoting diversity and inclusion through all aspects of the role.
- Excellent IT skills and experience of key Microsoft packages including Outlook, Word, Excel and PowerPoint effectively.
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.