Senior Personal Assistant to the Joint Chief Executive

Job description

Job responsibilities

Main duties and responsibilities

Communication

Provide front of office support to the Joint Chief Executive.

Communicate confidential, sensitive, and contentious information, both written and verbal, across multi-disciplinary teams, external organisations to inc. NHSE/I, BNSSG ICB, CQC and HEE and clients. Ensure stakeholder visits and requests are managed in a timely way.

The Senior Executive Assistant will be expected to manage organisational arrangements on behalf of the Joint Chief Executive, including formal visits to hospital sites, hosting dignitaries and system partners (engaging with the communications teams at both UHBW and NBT and the Executive Coordinator as required) as well as management of enquiries and correspondence.

To manage the electronic diary of the Joint Chief Executive, including arranging meetings, and taking minutes/notes and actions when necessary,.

Be the point of contact for the Joint Chief Executive for internal and external enquiries, identifying problems and offering solutions. Ensure visibility in the Trust representing the Joint Chief Executive and dealing with queries on their behalf.

Ensure the Joint Chief Executive receives appropriate briefings on current issues and produce reports on key items.

Foster and maintain effective working relationships with the UHBW Council of Governors, both organisations Non-Executive Directors and Executive Directors, and the Executive administration team at both Trusts Headquarters, Divisional teams across all hospital sites, and staff at both other NHS and non-NHS organisations.

Work with the communications and governance teams to ensure that internal and external communications for the Joint Chief Executive are fit for purpose and timely.

Planning and Organisation

Plan and organise meetings involving the Trust Management Executives and Executive Directors at both organisations, and other groups by arrangements including the preparation of agendas.

Managing complex and conflicting priorities when managing diaries. Taking formal minutes and circulation of all relevant documentation ensuring corporate formats are followed, minutes are communicated, actioned and implemented.

Prepare and commission/coordinate presentations for the Joint Chief Executive for meetings and staff briefings in conjunction with the Executive Coordinator and the communications and governance teams.

Together with the Executive Coordinator, coordinate and supervise delegated project work, for example managing actions from the Integrated Care Board and other high-level forums attended or chaired by the Joint Chief Executive, collating data and information and associated actions.

Arrange visits and walk rounds by the Joint Chief Executive

Finance and Resources

Assist the Executive Coordinator and the Joint Chief Executive in managing the Joint CEO budgets and be an authorised signatory for the wider NBT Trust Headquarters office.

Authorise EROS orders, timesheets and invoices when necessary.

Work with the Executive Coordinator and Finance Business partner to ensure that all non-related pay expenditure is managed in line with budget.

Leadership and Management

Monitor sickness and absences within the Joint Chief Executives team and the wider administrative support function, establishing and maintaining effective reporting systems in line with Trust policy.

Monitor statutory and mandatory training for staff within the Joint Chief Executives office.

Day to day management and supervision of the administrative support function, including conducting performance reviews.

Policy and Service Development

Ensure compliance with all Trust policies and procedures within own role and that of the Joint Chief Executives office.

Contributes to the development and implementation of policies and work procedures within own area of work and proposes changes to own service.

To implement policies/procedures as requested by the Joint Chief Executive, or identified by the post holder as being of relevant or due importance.

Ensure all information governance regulations are adhered to and any freedom of information requests are complied with in line with statutory deadlines.

Assist in the communication of new policies which impact staff and patients at either Trust.

Freedom to Act

The post holder is directly accountable to the Joint Chief Executive with complete freedom to work on their own initiative and determine how work should be planned, prioritised, and delivered, seeking guidance and approval from the Joint Chief Executive, the Executive Coordinator, and the Directors of Corporate Governance as appropriate.

Work in collaboration with the Executive Coordinator, to ensure that the Joint Chief Executive receives appropriate support and to plan, coordinate and ensure the Joint Chief Executives schedule is followed and respected.

Proactively follow up on actions given to the Joint Chief Executive and liaise with Executives and senior managers to resolve issues

Actively participate in wider Trust Headquarter meetings ensuring that best practice and ideas for improvement are tabled.

Other

Provide on the job training in relevant administrative tasks to staff within Trust Headquarters, as and when required.

To adhere to both Trusts Health & Safety procedures, as well as all relevant policies of University Hospital Bristol & Weston NHS Foundation Trust and North Bristol NHS Trust when on site at either organisation.

Other duties appropriate to the grade as agreed between the post holder and manager.

Person Specification

Skills and Experience

Essential

• Excellent and professional communications both face-to-face, over the phone and by email
• Ability to manage an unpredictable workload where there are frequent interruptions and distractions
• Proven good organisational skills

Apptitudes

Essential

• Methodical and reliable, with attention to detail and accuracy
• Capacity to adopt changes to working practices quickly
• Exhibit diplomacy, and listening skills with ability to interact with people of all levels and backgrounds

Knowledge & Experience

Essential

• Substantial secretarial and personal assistant experience at a senior level, including working with for an Executive Director
• A strong understanding of the local healthcare sector and wider political context within BNSSG

Desirable

• Previous NHS experience

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.

Certificate of Sponsorship

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).

Employer details

Employer name

North Bristol NHS Trust

Address

Southmead Hospital and Bristol Royal Infirmary

Southmead Road, Bristol and Marlborough Street, Bristol

Bristol

BS10 5NB

Employer's website

https://www.nbt.nhs.uk (Opens in a new tab)