Job summary
NHS
Sussex ICB ambition is to create an inclusive working environment which
reflects our commitment to celebrate and promote diversity for all groups. We
are particularly under-represented in staff from Black, Asian, and Minority
Ethnic (BAME) and disabled communities and actively encourage and welcome
applications from these communities. Furthermore, we welcome applications
from reservists and ex-armed forces as we recognise the benefits of the values,
skills, training and experience that they bring to their work with us.
We
encourage all applicants to share their equality information with us
confidentially during the application process so that we can statistically
monitor how fair and equitable our recruitment process is and how well we are
reaching applicants from diverse communities and identify where we need to
improve. This information is removed before shortlisting.
The Private Office of the Chief
Executive and Chair is recruiting to a Executive Assistant to the Chief
Executive Officer. This is a busy office, and we are looking for a hard working
and dedicated individual who has experience working in a similar role, ideally
working across multiple organisations to coordinate diaries and proactively
manage meetings, as well as working internally with senior executives and their
peer group. This role will provide cover for the Chair of NHS Sussex's Executive Assistant regularly.
Main duties of the job
The Executive Assistant acts as
the key point of contact for the Private Office of the Chief Executive and
Chairs office and as such they will proactively manage all incoming telephone
calls, emails, and enquiries, ensuring these are answered and dealt with
appropriately and in a timely and confidential manner before taking any
necessary follow up action. Many of these calls are complex and sensitive and
require highly developed listening skills with the ability to provide the
caller with an appropriate response, often to contentious and political issues.
Due to the nature of the work the jobholders work with a high level of autonomy
and must have the confidence and initiative to take important decisions on
their own, ensuring the Chair / CEO are briefed on them.
Relationship management is a key aspect of the role and the Private
Office team must develop a strong working relationship with both the CEO and
Chair to ensure there is a productive method of communication and escalation
that works for all, and ensures the functioning of a seamless, and coordinated
function which enables the best use of the Chair and CEOs time. The Business
Coordinator will also act as the main point of contact for the Non-Executive
Directors (NEDs), assisting with queries, IT and equipment issues, and
re-directing as necessary as well as assisting other NHS Sussex colleagues and
stakeholders with NED diaries / queries.
Proposed Interview Date: 06/12/2024
About us
NHS Sussex ICB are
committed to enabling team members to work in an agile and flexible way. We
adopt a flexible first approach to working patterns. We empower our people to
work where, when, and how they choose with minimum constraints to support their
wellbeing to sustain good work life balance and to optimise performance and
delivery.
We celebrate
diversity and promote equal opportunities; we are committed to challenging and
eliminating racism and other forms of discrimination and advancing and
promoting equality of opportunity in the provision of services and creating an
inclusive environment for all employees. We believe that everyone has the right
to be treated with dignity and respect.
Flexible working
requests will be considered for all roles.
Agile working is
not just related to working from different locations or at different times. It
is about effectively utilising technology to improve work practices and to work
differently to increase our overall effectiveness to improve health outcomes for
our population.
Should you require
a reasonable adjustment to our recruitment process please contact the
Recruitment Team at scw.peopleresource@nhs.net to ensure that measures can be
put in place to support you.
NHS Sussex has
committed to achieving Net Zero Carbon emissions by 2045. As a member of staff
you will be encouraged and supported to implement new ways of working that will
help us achieve that goal.
Working for us -
Sussex Health and Care (ics.nhs.uk)
Job description
Job responsibilities
The Executive Assistants to the NHS Sussex Chair
and Chief Executive Officer, are responsible for providing high-quality
support, working closely together to ensure operational synergy and providing
cross-cover so that one assistant is always available to the Chair / CEO,
during the working week.
The jobholders act as the key point of contact for
the Chairs / Chief Executive office and as such, proactively manage all
incoming telephone calls, emails, and enquiries, ensuring these are answered
and dealt with appropriately and in a timely and confidential manner before
taking any necessary follow up action. Many of these calls are complex and
sensitive and require highly developed listening skills with the ability to
provide the caller with an appropriate response, often to contentious and
political issues. Due to the nature of the work the jobholders work with a high
level of autonomy and must have the confidence and initiative to take important
decisions on their own, ensuring the Chair / CEO are briefed on them.
Relationship management is a key aspect of the role
and the EAs must develop a strong working relationship with both the CEO and
Chair to ensure there is a productive method of communication and escalation
that works for all, and ensures the functioning of a seamless, and coordinated
function which enables the best use of the Chair and CEOs time. The jobholders
also act as the main point of contact for the Non-Executive Directors,
assisting with queries, IT and equipment issues, and re-directing as necessary
as well as assisting other NHS Sussex colleagues and stakeholders with NED
diaries / queries. Owing to the nature of the Chair and CEO business, (a lot of
which is external), developing and maintaining strong relationships with all
stakeholders and outside agencies to foster collaboration and partnership
working is critical, particularly when relaying matters on behalf of the Chair
and CEO.
Job description
Job responsibilities
The Executive Assistants to the NHS Sussex Chair
and Chief Executive Officer, are responsible for providing high-quality
support, working closely together to ensure operational synergy and providing
cross-cover so that one assistant is always available to the Chair / CEO,
during the working week.
The jobholders act as the key point of contact for
the Chairs / Chief Executive office and as such, proactively manage all
incoming telephone calls, emails, and enquiries, ensuring these are answered
and dealt with appropriately and in a timely and confidential manner before
taking any necessary follow up action. Many of these calls are complex and
sensitive and require highly developed listening skills with the ability to
provide the caller with an appropriate response, often to contentious and
political issues. Due to the nature of the work the jobholders work with a high
level of autonomy and must have the confidence and initiative to take important
decisions on their own, ensuring the Chair / CEO are briefed on them.
Relationship management is a key aspect of the role
and the EAs must develop a strong working relationship with both the CEO and
Chair to ensure there is a productive method of communication and escalation
that works for all, and ensures the functioning of a seamless, and coordinated
function which enables the best use of the Chair and CEOs time. The jobholders
also act as the main point of contact for the Non-Executive Directors,
assisting with queries, IT and equipment issues, and re-directing as necessary
as well as assisting other NHS Sussex colleagues and stakeholders with NED
diaries / queries. Owing to the nature of the Chair and CEO business, (a lot of
which is external), developing and maintaining strong relationships with all
stakeholders and outside agencies to foster collaboration and partnership
working is critical, particularly when relaying matters on behalf of the Chair
and CEO.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject plus further training to post graduate diploma or equivalent level of experience working at a similar level in specialist area.
- Further training or significant experience in project management, financial management or supporting change management processes.
Other
Essential
- An ability to maintain confidentiality and trust.
- Adaptability, flexibility, and ability to cope with uncertainty and change.
- Commitment to continuing professional development.
- Professional calm and efficient manner
- Effective organiser
- Demonstrate a strong desire to improve performance and make a difference by focusing on goals.
- Commitment to equality, diversity and inclusion and an understanding of equal opportunities
Experience
Essential
- Experience and understanding of evaluating and measuring the performance of health services.
- Experience in communications and stakeholder management
- Comprehensive knowledge of project management and/or health information systems development
- Workforce development knowledge and experience
- Working knowledge of Microsoft Project ECDL
- A good understanding of the health and social care environment and roles and responsibilities within it
Skills and Knowledge
Essential
- Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
- Evidence of success in efficient and effective project and programme management
- Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
- Skills for nurturing key relationships and maintaining networks.
- Ability to analyse and interpret information, pre-empt, and evaluate issues, and recommend and appropriate course of action to address the issues.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Strategic thinking ability to anticipate.
- Attention to detail combined with the ability to extract key messages from complex analysis
- Independent thinker with demonstrated good judgement, problem-solving and analytical skills.
- Takes decisions on difficult and contentious issues where they may be several courses of action.
- Skills for project management
- Previous experience in project management and planning.
- Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support.
- Skills for managing projects ensuring they meet financial targets.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject plus further training to post graduate diploma or equivalent level of experience working at a similar level in specialist area.
- Further training or significant experience in project management, financial management or supporting change management processes.
Other
Essential
- An ability to maintain confidentiality and trust.
- Adaptability, flexibility, and ability to cope with uncertainty and change.
- Commitment to continuing professional development.
- Professional calm and efficient manner
- Effective organiser
- Demonstrate a strong desire to improve performance and make a difference by focusing on goals.
- Commitment to equality, diversity and inclusion and an understanding of equal opportunities
Experience
Essential
- Experience and understanding of evaluating and measuring the performance of health services.
- Experience in communications and stakeholder management
- Comprehensive knowledge of project management and/or health information systems development
- Workforce development knowledge and experience
- Working knowledge of Microsoft Project ECDL
- A good understanding of the health and social care environment and roles and responsibilities within it
Skills and Knowledge
Essential
- Clear communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
- Evidence of success in efficient and effective project and programme management
- Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
- Skills for nurturing key relationships and maintaining networks.
- Ability to analyse and interpret information, pre-empt, and evaluate issues, and recommend and appropriate course of action to address the issues.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Strategic thinking ability to anticipate.
- Attention to detail combined with the ability to extract key messages from complex analysis
- Independent thinker with demonstrated good judgement, problem-solving and analytical skills.
- Takes decisions on difficult and contentious issues where they may be several courses of action.
- Skills for project management
- Previous experience in project management and planning.
- Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support.
- Skills for managing projects ensuring they meet financial targets.
Additional information
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
