Executive Assistant

Job overview

Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Hampshire and Isle of Wight Healthcare NHS Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.

We are looking for an enthusiastic Executive Assistant to support an Executive Director to enable them to deliver their role against the Executive Team agenda. This is a key role to ensure efficient and effective support to the executive team which includes;

To work as a team member of the Executives Office, the administration team operate in a flexible and process driven way in a team focused environment.

This is a very busy environment with multiple demands and therefore the Executive Assistant must be able to work under pressure and be able to multi-task. The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the upmost discretion.

Main duties of the job

To provide an efficient and effective confidential service such that those assisting are well supported through all means of their role.

To proactively manage and operate the inboxes, this includes acknowledging and responding to correspondence in a timely manner, redirecting and flagging emails for the Executive to action, and following up for responses and actions.

This requires tact, discretion, and sensitivity to promote the good name and reputation of the ICB.

Act on behalf of the Executive in times of absence by making rapid and accurate assessment of urgent/sensitive situations that could be addressed by other colleagues

The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion.

Working in line with the Executive Office Standard Operating Procedure.

Working for our organisation

We offer excellent employment opportunities to new and existing staff. We aim to be a model employer by embedding best HR practice and to support new ways of working.

We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.

We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities. We understand the only way to deliver this is to have the right people with the right skills.

Here is a summary of some of the benefits and services which are on offer to staff:

• 27 days paid minimum holiday and bank holiday entitlement
• NHS pension scheme
• Sick pay policy
• Occupational health services including staff counselling services
• Flexible working and family friendly policies
• Flexible retirement and retirement vouchers
• Health Service Discounts – offers for stores, travel, equipment etc.

Detailed job description and main responsibilities

Assimilate, manage, and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.

Communicate with tact, understanding and discretion with members of the public/patients/carers when dealing with enquiries/complaints.

Respond to all queries, correspondence and telephone calls coming into the office in a timely and professional manner. Initiate action where possible and report progress as appropriate. Employ judgement to ensure that messages and actions are prioritised and brought to the attention of the Executive and/or relevant leads as appropriate with any relevant supporting information.

Receive and screen all incoming mail, obtaining any relevant background information. On behalf of the executive team and ICB prepare/commission draft responses as necessary, identifying appropriate action or referral. Initiate follow up action where necessary, ensuring that delegated ‘Heads of’ draft an appropriate response, setting deadlines to ensure the senior team has sufficient time to review draft.

Manage the Executive Director’s emails, ensuring briefings and follow up actions take place, deadlines are met, junk mail is deleted, emails are reviewed and actions.

Act on behalf of the Executive Director(s), in times of absence, by making rapid and accurate assessments of urgent/sensitive situations that can be addressed by appropriate colleagues within the organisation in order to meet deadlines, provide solutions and avoid disruptions.

Plan for situations, which are known; and to be able to re-prioritise work to accommodate unexpected situations and interruptions.

Effectively manage the diary of the executive team, prioritising meetings/appointments, as necessary, ensuring the executive team have sufficient work/reflective time.

Organise events, including liaising with facilitators/speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.

Person specification

Knowledge, Training and Experience

• Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area. Previous PA / Administrator Experience working to Executive’s. Experience in communications and stakeholder management. Experience of working with multi-agency systems. Working knowledge of Microsoft office.

• Experience of minute taking.

Communication skills

• Ability to respond to communications on behalf of the Executive Director. Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Ability to deal with and respond to queries over the telephone and in person in a sensitive manner.

Analytical

• Ability to analyse and interpret information, pre-empt and evaluate issues, and recommend and appropriate course of action to address the issues. Problem solving skills and ability to respond to sudden unexpected demands. Strategic thinking – ability to anticipate. Attention to detail combined with the ability to extract key messages from complex analysis. Independent thinker with demonstrated good judgement, problem-solving and analytical skills.

• Takes decisions on difficult and contentious issues where they may be a number of courses of action.

Management Skills

• Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support. Experience of managing staff and dealing with a range of HR issues including difficult situations.

Please note the following before applying:

1. We reserve the right to amend the closing date based on the volume of applications received. Vacancies attracting a high volume of applications may therefore close earlier than advertised.
2. In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.
3. As a Disability Confident Employer we are working to create a workplace that enables all staff to reach their full potential. As an ICB, we value diversity and are committed to the recruitment and retention of underrepresented minority groups. We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates and candidates with disabilities.
4. If you are successful and are joining from a non-NHS background, there will be an expectation that you will be engaged from the bottom of the pay band. If you would like to review the Agenda for Change pay scales in more detail and to view other benefits of working in the NHS, please visit the Agenda for Change website for further details.
5. New employees to the ICB will be subject to a probationary period of six months (some exemptions apply, please refer to the ICBs policy for full details).

We encourage and support our staff to be fully vaccinated against Covid-19 as this remains the best way to protect ourselves, our families, our colleagues, and patients from the virus.