Job summary
To support the Chief Medical Officers to deliver their role within the corporate agenda of the Trust. To provide an effective, comprehensive and confidential range of business support to ensure the smooth running of the Directors' function/responsibilities.
You will manage the day to day running of the Chief Medical Officers' office, liaising with members of the Trust Board, regulatory bodies, leaders and staff across the organisation as well as a number of regional and national teams.
To create and maintain effective working relationships at all levels, internal and external to the Trust.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
- Coordinate and organise the office of the Chief Medical Officers ensuring that they are appropriately briefed and up to date with planned meetings, internal and external appointments, and external engagements.
- Act as the initial point of contact for all enquiries entering into the Chief Medical Officers' office from internal colleagues and external organisations.
- Providing efficient and high quality confidential and comprehensive support to the Chief Medical Officers.
- Collaborate closely with the Chief Medical Officers' Executive Business Manager to ensure the efficient and timely flow of critical information, while providing proactive support to enable effective decision-making and operational delivery.
- Work closely with the PA to the Deputy Chief Medical Officer, ensuring a cohesive approach to the delivery of the corporate agenda of the Chief Medical Officers.
About us
A great opportunity has arisen for an experienced and confident Executive Assistant to provide office/business support to the Chief Medical Officers.
As part of our team you will be working alongside executive assistant colleagues in a friendly, fast paced professional environment.
The role is highly varied and challenging but also rewarding. You will manage the day to day running of the Chief Medical Officers' office liaising with members of the Executive Director team, strategic partners, leaders and staff across the organisation as well as a number of regional and national teams.
You will be able to effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. On a personal level, the ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.
In return for your enthusiasm and commitment we will provide you with a tailored support & development package
Job description
Job responsibilities
- Providing efficient and high quality confidential and comprehensive support to the Chief Medical Officers for all designated projects.
- Review all papers to ensure that they are correct and submitted in a timely manner in line with the Trusts corporate calendar.
- Assist the Chief Medical Officers in managing their direct reports - taking responsibility to ensure annual leave and absences are co-ordinated, regular meetings arranged for updates - assist with and monitor actions, co-ordinate responses.
- Provide additional support for the Chief Medical Officers during periods of absence, ensuring actions are completed by delegated leads.
- Support the Chief Medical Officers with major business projects by leading the co-ordination of all meetings, provide point of contact for all key stakeholders (external and internal), manage process and implementation of key activities, reporting regularly to the Chief Medical Officers. Identify critical activities for the Chief Medical Officers and ensure these are delivered on time with the relevant quality of information.
- Providing a communication link for the Chief Medical Officers initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues and, when appropriate, delegating tasks to other team members for appropriate actions. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Provide management and mentorship to the PA to the Deputy Chief Medical Officers, ensuring a cohesive approach to the delivery of the corporate agenda of the Chief Medical Officers.
- Proactively work with the Executive Assistants (EAs) and administrative support in the CEO Suite on a daily basis to ensure flexibility and to cover peaks and troughs of work, ensuring cover for periods of absence.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Draw up forward work programmes for key meetings, prepare agendas and collate all paperwork for meetings.
- For further details please see the attached JD & PS
Job description
Job responsibilities
- Providing efficient and high quality confidential and comprehensive support to the Chief Medical Officers for all designated projects.
- Review all papers to ensure that they are correct and submitted in a timely manner in line with the Trusts corporate calendar.
- Assist the Chief Medical Officers in managing their direct reports - taking responsibility to ensure annual leave and absences are co-ordinated, regular meetings arranged for updates - assist with and monitor actions, co-ordinate responses.
- Provide additional support for the Chief Medical Officers during periods of absence, ensuring actions are completed by delegated leads.
- Support the Chief Medical Officers with major business projects by leading the co-ordination of all meetings, provide point of contact for all key stakeholders (external and internal), manage process and implementation of key activities, reporting regularly to the Chief Medical Officers. Identify critical activities for the Chief Medical Officers and ensure these are delivered on time with the relevant quality of information.
- Providing a communication link for the Chief Medical Officers initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues and, when appropriate, delegating tasks to other team members for appropriate actions. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Provide management and mentorship to the PA to the Deputy Chief Medical Officers, ensuring a cohesive approach to the delivery of the corporate agenda of the Chief Medical Officers.
- Proactively work with the Executive Assistants (EAs) and administrative support in the CEO Suite on a daily basis to ensure flexibility and to cover peaks and troughs of work, ensuring cover for periods of absence.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is taken. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Draw up forward work programmes for key meetings, prepare agendas and collate all paperwork for meetings.
- For further details please see the attached JD & PS
Person Specification
Qualifications
Essential
- Degree in relevant subject or equivalent demonstrable experience
- OCR 3 in Word Processing or equivalent
Desirable
Knowledge & Experience
Essential
- Proven relevant PA/secretarial demonstrable experience at Board level
- Extensive proven knowledge and demonstrable experience of IT systems including Microsoft applications Outlook, Word, Excel, Access and PowerPoint
- Comprehensive understanding of office procedures
Desirable
- Dictaphone transcription demonstrable experience or Shorthand
Aptitude and Abilities
Essential
- Articulate
- Effective communication and interpersonal skills
- Attention to detail
Person Specification
Qualifications
Essential
- Degree in relevant subject or equivalent demonstrable experience
- OCR 3 in Word Processing or equivalent
Desirable
Knowledge & Experience
Essential
- Proven relevant PA/secretarial demonstrable experience at Board level
- Extensive proven knowledge and demonstrable experience of IT systems including Microsoft applications Outlook, Word, Excel, Access and PowerPoint
- Comprehensive understanding of office procedures
Desirable
- Dictaphone transcription demonstrable experience or Shorthand
Aptitude and Abilities
Essential
- Articulate
- Effective communication and interpersonal skills
- Attention to detail
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
