Executive Assistant

Job summary

The post holder will be responsible for providing a confidential and comprehensive Executive PA and administrative service to the ICBs Executive Team. The post holder will be required to administer Executive meetings and ad hoc meetings, and to support Committees of the Board and will be expected to show a high degree of initiative and an ability to organise their day to day workload, prioritising and managing large volumes of work.

Experience of word processing is essential and in particular the effective use of Word, Excel and Power Point, as is the ability to liaise effectively with other staff and members of the public in a patient and understanding manner. Key internal working relationships will include: Board Members, Operational and Executive Leadership Teams, NHSE/I and NHS Trusts and providers across Coventry and Warwickshire

Main duties of the job

• The post holder is an ambassador for the organisation and will be expected at all times to present a professional, welcoming and helpful image to colleagues, other organisations including providers and the public.
• Provide an efficient, high quality and confidential administrative and business support function to the allocated Chief Officer(s)/Director(s) by planning, prioritising and managing complex, conflicting and priority workloads and portfolios.
• Be aware of the environment within which the ICB operates so as to ensure the effective and appropriate use of the allocated Chief Officer's/Director's time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and other organisations.
• Manage the diary of the allocated Chief Officer(s)/Director(s) co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties. To make all the necessary arrangements including travel.
• Manage all incoming and outgoing mail on behalf of the allocated Chief Officer(s)/Director(s) ensuring that any urgent or important business is brought to their attention in good time. To re-distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.

About us

We aim to be a great place to work and have many initiatives in place to support staff. In line with the Equality Act 2010, our organisation has an Equality, Diversity & Inclusion Group which meets on a monthly basis and has representation from a wide range of staff groups and supports a fairer and more diverse workplace for everyone.

The ICB has a Wellbeing Warriors group which has recently received Bronze level accreditation for Thrive at work and is working towards Silver accreditation. The Wellbeing warriors focus on physical, mental and emotional health of all staff providing tips, resources and webinars to support and educate staff from senior management to administrators about their wellbeing.