Job summary
NHS Buckinghamshire,
Oxfordshire and Berkshire West ICB are
seeking an enthusiastic individual to join our corporate governance team as an
Executive Assistant to Chief Officers.
Main duties of the job
The overall objective of this
role is to provide full administrative support along with three other Executive
Assistant to our Chief Officer(s) with their day-to-day diary management and
preparation of any documentation, papers and communications as required. There is significant stakeholder management
involved in the role and an expectation to build networks across the system and
partners.
This role will also support cover, as required, on request
of the Senior Corporate Office Manager or Director of Governance, the smooth
running of the Corporate Office during periods of absence, which currently
includes specific secretariat functions for our Board Committees and Senior
Leadership Team.
About us
NHS Buckinghamshire, Oxfordshire and
Berkshire West (BOB) Integrated Care Board is the statutory NHS organisation
responsible for planning and delivering health and care services for the
communities of Buckinghamshire, Oxfordshire and Berkshire West.
We work collaboratively with partner
organisations including local government, the voluntary, community and social
enterprise sector, and people and communities across the BOB Health and Care
Integrated Care System (ICS).
Our key priorities are to
increase healthy life expectancy and reduce health inequalities for the 1.7
million people who live in our communities.
We value and promote diversity
and are committed to equality of opportunity for all. We believe that the best
employers are those that reflect the communities they serve. We want to
increase the diversity of our NHS leadership and particularly encourage applications
from women, people from Black, Asian and Minority Ethnic communities, LGBT
communities, younger candidates and from people with lived experience of
disability, who we know are all under-represented in these important roles.
Our Values are:
Respectful
we are inclusive
Impactful
we make a difference
Integrity
we are kind and fair
Leadership
we encourage leadership
Collaborative
we work together in a positive way
Job description
Job responsibilities
The Executive
Office Assistant to the Chief Officer(s) will be supported and line managed by
the Senior Corporate Affairs Manager and will work collaboratively to deliver a
high quality, consistent, timely and supportive service to the Chief Officer(s)
which may mean working flexibility outside of the specific roles and
responsibilities as required to support broader projects.
The role requires someone who is a
confident written and verbal communicator and who has experience in supporting
senior management dealing with sensitive and confidential information,
escalating urgent matters in a considered and appropriate manner, as well as delivering
full accurate administration which is not limited to, diary management, liaison
with stakeholders, agenda setting, minute/note taking, maintaining action and
decision logs and ensuring smooth running of Chief Officer(s) diary and
associated meetings or forums.
Support
teams within BOB ICB to ensure that the portfolio of Chief Officer(s) tasks/projects
is planned, managed and delivered effectively and in a timely manner, this
often includes email communications and correspondence, and proof-reading
documents prior to relevant Chief Officer or Chief Executive Officer (CEO)
signature.
Support
and inform the targeting of resources, monitoring, implementation and
evaluation of the tasks/projects by providing high quality support including complex
information and analysis, communications and stakeholder management.
Ensure
accurate and open communication and co-ordination with a range of organisations
and individuals, researching and drafting correspondence and papers as
directed, and ensuring the management of specific tasks through to completion.
Be a key
member of the broader corporate governance team, this includes one off annual
exercise gathering information for publication to support the organisations
annual governance statement and/or annual report depending on Chief Officer(s)
involvement, as well as supporting effective communication and stakeholder
management, both internally and externally.
The job
description and person specification are an outline of the tasks,
responsibilities and outcomes required of the role. The job holder will carry out any other
duties as may reasonably be required by their line manager.
The job
description and person specification may be reviewed on an ongoing basis in
accordance with the changing needs of the Department and the Organisation.
Job description
Job responsibilities
The Executive
Office Assistant to the Chief Officer(s) will be supported and line managed by
the Senior Corporate Affairs Manager and will work collaboratively to deliver a
high quality, consistent, timely and supportive service to the Chief Officer(s)
which may mean working flexibility outside of the specific roles and
responsibilities as required to support broader projects.
The role requires someone who is a
confident written and verbal communicator and who has experience in supporting
senior management dealing with sensitive and confidential information,
escalating urgent matters in a considered and appropriate manner, as well as delivering
full accurate administration which is not limited to, diary management, liaison
with stakeholders, agenda setting, minute/note taking, maintaining action and
decision logs and ensuring smooth running of Chief Officer(s) diary and
associated meetings or forums.
Support
teams within BOB ICB to ensure that the portfolio of Chief Officer(s) tasks/projects
is planned, managed and delivered effectively and in a timely manner, this
often includes email communications and correspondence, and proof-reading
documents prior to relevant Chief Officer or Chief Executive Officer (CEO)
signature.
Support
and inform the targeting of resources, monitoring, implementation and
evaluation of the tasks/projects by providing high quality support including complex
information and analysis, communications and stakeholder management.
Ensure
accurate and open communication and co-ordination with a range of organisations
and individuals, researching and drafting correspondence and papers as
directed, and ensuring the management of specific tasks through to completion.
Be a key
member of the broader corporate governance team, this includes one off annual
exercise gathering information for publication to support the organisations
annual governance statement and/or annual report depending on Chief Officer(s)
involvement, as well as supporting effective communication and stakeholder
management, both internally and externally.
The job
description and person specification are an outline of the tasks,
responsibilities and outcomes required of the role. The job holder will carry out any other
duties as may reasonably be required by their line manager.
The job
description and person specification may be reviewed on an ongoing basis in
accordance with the changing needs of the Department and the Organisation.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
- Further training or significant experience in management of administrative services or supporting change management processes.
Planning Skills
Essential
- Skills for corporate administrative management or project management.
Desirable
- Previous experience in administrative project management and planning.
Management Skills
Essential
- Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support.
Experience
Essential
- Experience and understanding of evaluating and measuring the performance of corporate functions.
- Experience in communications and stakeholder management.
- Proficient in the use of Microsoft Office.
Desirable
- Comprehensive knowledge of project management and/or systems development.
- Workforce development knowledge and experience.
- Previous experience in similar role in public or private sector.
- A good understanding of the health and social care environment and roles and responsibilities within it.
Analytical
Essential
- 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.
Desirable
- Takes decisions on difficult and contentious issues where they may be a number of courses of action.
Communication skills
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 provision of administrative support.
- Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
- Skills for nurturing key relationships and maintaining networks.
Person Specification
Qualifications
Essential
- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
- Further training or significant experience in management of administrative services or supporting change management processes.
Planning Skills
Essential
- Skills for corporate administrative management or project management.
Desirable
- Previous experience in administrative project management and planning.
Management Skills
Essential
- Ability to engender trust and confidence and demonstrate integrity in the provision of advice and support.
Experience
Essential
- Experience and understanding of evaluating and measuring the performance of corporate functions.
- Experience in communications and stakeholder management.
- Proficient in the use of Microsoft Office.
Desirable
- Comprehensive knowledge of project management and/or systems development.
- Workforce development knowledge and experience.
- Previous experience in similar role in public or private sector.
- A good understanding of the health and social care environment and roles and responsibilities within it.
Analytical
Essential
- 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.
Desirable
- Takes decisions on difficult and contentious issues where they may be a number of courses of action.
Communication skills
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 provision of administrative support.
- Skills for communication on complex matters and difficult situations, requiring persuasion and influence.
- Skills for nurturing key relationships and maintaining networks.
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.
