Job summary
To act as the Executive Assistant to the Chief Nurse. The post holder will ensure good governance in line with relevant best practice is undertaken to the highest standards of probity and according to statutory and legislative requirements.
The post holder will provide senior administrative support for Board/committee meetings as assigned.
This post requires the post holder to work autonomously to investigate complex issues and identify relevant solutions. The post holder will need to deal with complex enquiries, whilst prioritising their workload.
Main duties of the job
The post holder will be required to plan and organise activities some of which may be complex and require ongoing management and adjustment to ensure the Chief Nurse is able to fulfil her responsibilities effectively including Board/Committee and senior management meetings as well as internal and external events on behalf of the Chief Nurse.
In addition, the post holder will be required to manage a range of projects which will require formulation and adjustment.
You will be an excellent communicator and be confident and comfortable in dealing with internal and external people at all levels.
The post holder will be the first point of contact on behalf of Executive Directors, their deputies and other senior managers.
The post-holder will work as part of the Executive Support Team and will carry out any other duties as may reasonably be required by their line manager including temporary cover for other members of the team.
About us
Our teams work hard to be flexible and promote a health work/home life balance and so, agile working options are automatically considered for all roles within the Trust.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates from our local communities.
Your package with us includes a lot more than just your pay and here are a few of the additional benefits that are available to you as an employee:
- Access to the NHS Pension Scheme
- Relocation allowance in line with the Trust policy
- Generous Holiday Entitlement, starting at 27 days a year (for full time workers) plus bank/public holidays
- Free staff car parking on all our hospital sites during this financial year
- In-house Physiotherapy Services
- Career development and training opportunities
- Emotional Wellbeing Service covering a range of online support, access to mobile apps and 24/7 counselling services
- Subsidised meals at our hospital restaurants
- Access to exclusive discounts, cashback and vouchers via NHS Discounts and Blue Light Card
If you share our values and vision and are passionate about working with people on what matters to them, you could be a real asset to Team North West Anglia NHS Foundation Trust.
Job description
Job responsibilities
To develop and be responsible for maintaining systems that ensure and demonstrate compliance with regulatory and best practice quality governance requirements including, but not limited to:
- Care Quality Commission Fundamental Standards
- NHSI Risk Assessment Framework
- Quality Schedule within the contract agreed with commissioners
- NHS Constitution (within scope of the Chief Nurse)
- Nursing and Midwifery Council
- NWAFT Quality Strategy and Quality Governance Framework
Provide comprehensive secretarial and administrative support to the Chief Nurse, and the wider Care Quality Directorate Team, including the following functions:
- Proactively manage the Chief Nurses diary using Microsoft Outlook by balancing pressures and competing priorities, anticipating and planning future activity
- Manage the arrangements of the following meetings, and minute take where necessary, ensuring schedules are in line with the required governance timeframes for approval of key reports and submission to internal and external committees and / or commissioner or regulatory bodies:
- Quality Assurance Committee (monthly)
- Quality Leadership Delivery Group (monthly)
- Care Quality Senior Leadership Team meeting (monthly)Trust Infection Prevention Control Committee (quarterly)
- Events, conferences and workshops as required
- Ensure the Chief Nurse has regular 1-1 meetings with the Care Quality Senior Leadership Team, Divisional Nursing Directors, Matrons and other key links to her
- Ability to recognise and review the effectiveness of meetings within portfolio and work with Chief Nurse to make improvements as necessary
Ad hoc project work for the Chief Nurse as required.
- Compile programmes for visitors to the Trust (e.g. Forces colleagues) and project management of events and other conferences and workshops as required, acting as central liaison point to coordinate all parties involved, including securing sponsorship to ensure events are cost neutral
- Support the facilitation of hospital inspections including but not exclusive to the Care Quality Commission
Job description
Job responsibilities
To develop and be responsible for maintaining systems that ensure and demonstrate compliance with regulatory and best practice quality governance requirements including, but not limited to:
- Care Quality Commission Fundamental Standards
- NHSI Risk Assessment Framework
- Quality Schedule within the contract agreed with commissioners
- NHS Constitution (within scope of the Chief Nurse)
- Nursing and Midwifery Council
- NWAFT Quality Strategy and Quality Governance Framework
Provide comprehensive secretarial and administrative support to the Chief Nurse, and the wider Care Quality Directorate Team, including the following functions:
- Proactively manage the Chief Nurses diary using Microsoft Outlook by balancing pressures and competing priorities, anticipating and planning future activity
- Manage the arrangements of the following meetings, and minute take where necessary, ensuring schedules are in line with the required governance timeframes for approval of key reports and submission to internal and external committees and / or commissioner or regulatory bodies:
- Quality Assurance Committee (monthly)
- Quality Leadership Delivery Group (monthly)
- Care Quality Senior Leadership Team meeting (monthly)Trust Infection Prevention Control Committee (quarterly)
- Events, conferences and workshops as required
- Ensure the Chief Nurse has regular 1-1 meetings with the Care Quality Senior Leadership Team, Divisional Nursing Directors, Matrons and other key links to her
- Ability to recognise and review the effectiveness of meetings within portfolio and work with Chief Nurse to make improvements as necessary
Ad hoc project work for the Chief Nurse as required.
- Compile programmes for visitors to the Trust (e.g. Forces colleagues) and project management of events and other conferences and workshops as required, acting as central liaison point to coordinate all parties involved, including securing sponsorship to ensure events are cost neutral
- Support the facilitation of hospital inspections including but not exclusive to the Care Quality Commission
Person Specification
Qualifications / Education
Essential
- Degree level qualification or in-depth diploma or equivalent experience
- NVQ Level 3 in Business Administration or equivalent
Skills/abilities
Essential
- Proven expertise in supporting a range of meetings including board level committees
- Ability to forward plan, prioritise and make decisions, where appropriate, on behalf of Executive Director in respect of their diary, and appropriate delegation of tasks to Deputies
- Being able to work under pressure and accurately to tight deadlines
- Being able to work under pressure and accurately to tight deadlines
- Skills to review meeting papers and reports to ensure ready for circulation / presentation and ability to feedback to author where changes required
- Ability to undertake research and / or investigations on behalf of Executive Director appropriate to portfolio
Desirable
- Must be able to travel independently between sites
Experience
Essential
- Significant experience of working at an Executive Assistant or Senior Level in the role of a PA
- Working with a range of staff including those at Board and other senior levels
- Demonstrable experience of communicating sensitive information with internal and external stakeholders e.g. patients, staff and the public.
- Experience of developing and maintaining systems that ensure and demonstrate compliance with regulatory and best practice governance requirements.
- Evidence of advanced project planning/support skills (e.g. conferences / events / workshops)
- Evidence of complex data collection and collation in relation to appropriate portfolio
- Evidence of autonomous working and appropriate escalation where required
- Experience of administering and minute taking at Board leve
- Experience of supervision of junior members of staff
Desirable
- Experience of working with regulatory standards
- Experience of working within the NHS
Knowledge
Essential
- Evidence of proficiency in using Microsoft Office packages and financial management systems including SBS
- Understanding and familiarity with principles of regulatory and best practice governance standards and requirements
- Advanced knowledge of Trust-wide services and departments in order to signpost / re-direct enquiries from internal and external stakeholders
Desirable
- Understanding of quality governance requirements for NHS Foundation Trusts
Achievements
Essential
- Evidence of continuing professional development improving own education and knowledge
Desirable
- Evidence of influencing abilities
Person Specification
Qualifications / Education
Essential
- Degree level qualification or in-depth diploma or equivalent experience
- NVQ Level 3 in Business Administration or equivalent
Skills/abilities
Essential
- Proven expertise in supporting a range of meetings including board level committees
- Ability to forward plan, prioritise and make decisions, where appropriate, on behalf of Executive Director in respect of their diary, and appropriate delegation of tasks to Deputies
- Being able to work under pressure and accurately to tight deadlines
- Being able to work under pressure and accurately to tight deadlines
- Skills to review meeting papers and reports to ensure ready for circulation / presentation and ability to feedback to author where changes required
- Ability to undertake research and / or investigations on behalf of Executive Director appropriate to portfolio
Desirable
- Must be able to travel independently between sites
Experience
Essential
- Significant experience of working at an Executive Assistant or Senior Level in the role of a PA
- Working with a range of staff including those at Board and other senior levels
- Demonstrable experience of communicating sensitive information with internal and external stakeholders e.g. patients, staff and the public.
- Experience of developing and maintaining systems that ensure and demonstrate compliance with regulatory and best practice governance requirements.
- Evidence of advanced project planning/support skills (e.g. conferences / events / workshops)
- Evidence of complex data collection and collation in relation to appropriate portfolio
- Evidence of autonomous working and appropriate escalation where required
- Experience of administering and minute taking at Board leve
- Experience of supervision of junior members of staff
Desirable
- Experience of working with regulatory standards
- Experience of working within the NHS
Knowledge
Essential
- Evidence of proficiency in using Microsoft Office packages and financial management systems including SBS
- Understanding and familiarity with principles of regulatory and best practice governance standards and requirements
- Advanced knowledge of Trust-wide services and departments in order to signpost / re-direct enquiries from internal and external stakeholders
Desirable
- Understanding of quality governance requirements for NHS Foundation Trusts
Achievements
Essential
- Evidence of continuing professional development improving own education and knowledge
Desirable
- Evidence of influencing abilities
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.
