Job summary
Job title Executive Assistant to the Chief Finance Officer
Band AFC Band 5
Hours Fixed Term/Secondment until 31st March 2024
(flexible working arrangements available)
Location Home based/hybrid working (most of posts).Travel on locations to a Hub location with at least 1 days notice
An exciting opportunity has arisen within the Corporate Services team for an Executive Assistant to support the Chief Finance Officer. We are looking for an enthusiastic and motivated individual who is willing to go that extra mile and to be part of a successful and effective Corporate Services team. We are a friendly team who work hard to deliver good outcomes for patients; we provide cross team cover when needed and pride ourselves in our collaborative approach and partnership working.
Main duties of the job
The right candidate will provide a highly efficient and comprehensive Executive Assistant service whilst maintaining a high professional standard at all times. You will offer full executive support for the Chief Finance Officer and wider Finance Team, including the administration and minuting of high-level board meetings. You will have the ability to build relationships across diverse teams, work on your own initiative and as part of a team, ensuring seamless service to the organisation. You will need to demonstrate the ability of working at a senior level, be able to prioritise to deliver tight deadlines, be a clear communicator and have a working knowledge of a range of IT systems and packages.
You will need to be flexible and responsive with a "can do attitude" and evidence of line management experience. Due to the nature of the role, there may be a requirement to work flexibly in line with the requirements of the Chief Finance Officer.
About us
The Staffordshire and Stoke-on-Trent NHS Integrated Care Board (ICB) is responsible for planning functions; managing the NHS budget and arranging the provision of health services in the geographical area.
Location Home based/hybrid working (most of posts).
Travel on occasions to a Hub location with at least 1 days notice
New starters are expected to collect IT equipment, from offices in Stoke-on-Trent, and if based at home are required to have appropriate desk/chair/ relevant equipment in compliance with DSE regulations
Unconscious Bias/Invisible Disability Training and Equality Induction are mandatory.
Interviews may take place via MS Teams or in person
We promote a compassionate and inclusive environment and welcome applications from a diverse pool of talent and backgrounds. All individuals are valued and given every opportunity to succeed based on merit.
The ICB embrace the principles of Equality, Diversity and Inclusion and encourages applications from all individuals regardless of their age, disability, gender re-assignment, marital or civil partnership, pregnancy or maternity, race, religion and belief, sex or sexual orientation. It's important that our workforce reflects the diversity of communities as much as possible.
All new staff joining the ICB will be subject to a 6 month probation period
Job description
Job responsibilities
- Provide Executive Assistant administrative secretarial support to the Executive Director.
- Support and service high-level Board and Committee meetings, collating agendas and papers for distribution, attending and taking minutes and producing typed copies in a timely manner and providing cover at other meetings as required.
- Scheduling and arranging meetings, including the compilation of complex agendas and the taking and transcribing of formal minutes. This will include sub- committees of the ICB Board.
- Manage the diary of the Executive Director including the complex scheduling and rescheduling of appointments.
- Manage a bring forward appointment system and proactively manage a forward look of commitments so that the Executive Director is appropriately briefed and prepared.
- Work with other members of the administrative team to provide support to the senior management team of the ICB as part of the corporate office administrative support team.
- In the absence of the Executive Director be responsible for prioritising work requests and identifying high priority requests which need to be passed to another Director for urgent action.
- Initiate correspondence and prepare responses on behalf of the Executive Director or respond directly as appropriate.
- Deal with confidential and sensitive documents/issues, maintain the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
- Line management responsibility of junior members of the administration team.
- Prepare papers and reports using the Microsoft Office packages.
- Arrange travel and accommodation bookings for the Executive Director to attend meetings and conferences.
- Responsible for logging and recording all staff absences using both internal and external systems, ensuring timely and accurate submission to payroll services.
Job description
Job responsibilities
- Provide Executive Assistant administrative secretarial support to the Executive Director.
- Support and service high-level Board and Committee meetings, collating agendas and papers for distribution, attending and taking minutes and producing typed copies in a timely manner and providing cover at other meetings as required.
- Scheduling and arranging meetings, including the compilation of complex agendas and the taking and transcribing of formal minutes. This will include sub- committees of the ICB Board.
- Manage the diary of the Executive Director including the complex scheduling and rescheduling of appointments.
- Manage a bring forward appointment system and proactively manage a forward look of commitments so that the Executive Director is appropriately briefed and prepared.
- Work with other members of the administrative team to provide support to the senior management team of the ICB as part of the corporate office administrative support team.
- In the absence of the Executive Director be responsible for prioritising work requests and identifying high priority requests which need to be passed to another Director for urgent action.
- Initiate correspondence and prepare responses on behalf of the Executive Director or respond directly as appropriate.
- Deal with confidential and sensitive documents/issues, maintain the strictest confidentiality and discretion at all times. This may include information of a distressing nature.
- Line management responsibility of junior members of the administration team.
- Prepare papers and reports using the Microsoft Office packages.
- Arrange travel and accommodation bookings for the Executive Director to attend meetings and conferences.
- Responsible for logging and recording all staff absences using both internal and external systems, ensuring timely and accurate submission to payroll services.
Person Specification
Qualification
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a senior secretarial/administrative level
- Significant experience of using Microsoft packages
Experience
Essential
- Relevant supervisory management experience
Desirable
- Previously worked in similar position within the public sector
Skills
Essential
- Knowledge of administrative procedures, project management or information analysis
- 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
- Effective team working
- High level accurate minute taking skills at Board level
- Skills for supporting project management
- Skills for managing aspects of projects ensuring they meet financial targets
Desirable
Person Specification
Qualification
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a senior secretarial/administrative level
- Significant experience of using Microsoft packages
Experience
Essential
- Relevant supervisory management experience
Desirable
- Previously worked in similar position within the public sector
Skills
Essential
- Knowledge of administrative procedures, project management or information analysis
- 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
- Effective team working
- High level accurate minute taking skills at Board level
- Skills for supporting project management
- Skills for managing aspects of projects ensuring they meet financial targets
Desirable
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).