Executive Personal Assistant

Job overview

The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders and participate in relevant internal and external projects.

• First point of contact for Chief Pharmacist and Deputy Chief Medical Officer providing advice or guidance and signposting where appropriate.
• Providing confidential and timely diary / inbox management ensuring that the Chief Pharmacist and Deputy Chief Medical Officer time is well managed.
• Facilitate a busy schedule of meetings and committees, including preparing and circulating papers, arranging venues, taking formal minutes or notes and actions, creating and updating action logs, and carrying out follow-up work.
• Maintain forward planers and ensure meetings are organised in sufficient time.
• Provide high quality and timely word processing service when producing highly sensitive correspondence, emails and presentations.
• Formulate initial draft documents from information requested.
• Ensure that essential issues are brought to the attention of the team and, in their absence, to use own judgement when dealing with or signposting such issues.
• Liaise with counterpart ICB, Provider, Stakeholder and NHSE colleagues.
• Act as part of the Fire Warden team for the organisation covering statutory duties with respect to building evacuations, after receiving necessary training.
• Work with other PAs in the ICB to provide cross-cover and a network of communication, including receiving visitors to the office.
• Act as part of the Call Support Team servicing the Daily System Flow calls, after appropriate training.

Working for our organisation

We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.

Detailed job description and main responsibilities

A full job description for this role is attached in the documents - please ensure that you consider it fully and do not rely only on the information in the summaries.

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.
• Knowledge of administrative procedures, project management or information analysis.
• Understanding of Office protocols.
• Demonstrate experience of working with Senior Management level.

• Basic knowledge of project principles.
• Previously worked in similar position within the public sector.
• ECDL or similar IT qualification.

Communication skills

• Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.

• Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills.

Analytical

• Problem solving skills and ability to respond to sudden unexpected demands.

• Excellent time management skills with the ability to re-prioritise.

Planning Skills

• Skills for supporting project management.

Management Skills

• Skills for managing aspects of projects ensuring they meet financial targets.