Job summary
Are you highly organised, a strong communicator, and ready to make a real difference? Join the NHS Business Services Authority (NHSBSA) as an Executive Assistant and discover how rewarding a career in the NHS can be.
In this vital role, you'll support our Leadership Team - primarily based in Newcastle - by managing priorities, building strong relationships, and delivering excellent customer service. You'll work closely with teams across portfolio management, people and corporate services, and strategic planning.
We're looking for a proactive team player with great problem-solving skills, who can act with confidence and discretion. You'll gather and analyse information, support decision-making, and step in with delegated authority when needed.
If you're practical, decisive, and passionate about supporting others, we'd love to hear from you.
Join us to be an ambassador for the team whilst supporting our senior leaders within the NHSBSA.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
Responsible for planning, managing and maintaining Leadership Team (LT) members diaries, prioritizing elements of their workload, arranging appointments, and advising of future events.
Responsible for planning and timetabling the preparatory work for high level meetings of the LT members, eg LT meetings and other Boards/Committees.
Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
Responsible for the planning and prioritisation of own workload (including project work) to meet agreed timescales and objectives and that of the LT members objectives and directorate activities.
In the absence of the LT members, acts on own initiative within defined parameters of delegated responsibility to progress matters via other members of the Senior Management.
Working with your manager to develop your annual personal development plan and pro-actively undertake own personal development applicable to role.
Will support and participate in the duties of the NHSBSA's Executive Assistant Network by communicating, delivering best practice, and continuing professional development.
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we're proud to be part of something meaningful, that touches millions of lives.
We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.
As one of the UK's Best Big Companies to work for, we're connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.
We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.
Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!
Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
Provide an Executive Assistant service to members of the NHSBSA Leadership Team (LT). Working as a network of executive assistants the duties will include the provision of high-level support activities to the LT members, contributing to the prioritization of their workload and acting in their absence within defined levels of delegated responsibility. This may include dealing directly with issues and enquiries which encompass a full range of directorate activities and an initial assessment of preliminary impact on senior management teams. A high standard of English is required together with excellent keyboard and IT skills.
In this role, you are accountable for:
1. Provides an Executive Assistant service to members of the LT.
2. Responsible for planning, managing and maintaining LT members diaries, prioritizing elements of their workload, arranging appointments, and advising of future events.
3. Responsible for planning and timetabling the preparatory work for high level meetings of the LT members, eg LT meetings and other Boards/Committees. Providing the necessary documentation and briefings according to timescales.
4. Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
5. Responsible for the planning and prioritization of own workload (including project work) to meet agreed timescales objectives and that of the LT members objectives and directorate activities. Working as part of a network of colleagues to support the delivery of overall LT objectives by planning and prioritising their diaries and commitments to fullfil LT commitments
6. Makes and responds to telephone calls as required, exercising tact, discretion, independent judgement and initiative. Supplies confidential and sensitive information on behalf of LT members where appropriate and confirms, in writing, where necessary. The role requires a marked degree of confidentiality, discretion and tact. The postholder handles significant quantities of sensitive and personal information. An understanding of the principles of Data Protection Act and Freedom of Information Act.
7. Prepares draft letters, memos and other papers from brief notes on minimal instructions and signing on behalf the LT members, in their absence. The postholder has a delegated authority to respond on the LT members behalf within defined levels of responsibility.
8. Prepares letters, reports, agendas, minutes, statistics and other similar documents using typing skills and a variety of software packages.
9. Co-ordinates routine items of incoming and outgoing mail, collates incoming mail with previous correspondence and is responsible for monitoring and following up procedures as required. Uses own initiative to make decisions on responses using pre-agreed protocols.
10. Develops and maintains an efficient comprehensive electronic filing system and undertakes continuous improvement of office information systems and procedures to ensure efficient and effective service for LT members within the relevant directorate.
11. In the absence of the LT members, acts on own initiative within defined parameters of delegated responsibility to progress matters via other members of the Senior Management. This can mean making decisions regarding priorities to progress work or deal with issues on behalf of the LT until they can be brought to their attention.
12. Undertakes research information through the internet and other publications. Ensure that necessary information and literature has been sourced and circulated where required.
13. Prepares requisitions and processes invoices as requested and responsible for an authorised signatory value of £5k. Compliance with Standing Orders and Standing Financial Instruction whilst undertaking these duties.
14. As part of team provides cover during periods of holidays and absence for other LT executive assistants/admin support within their directorate and the Chief Executives Assistant when required.
15. General office duties such as photocopying and preparing information, utilizing relevant software applications where required, including scanning documents.
16. Working with your manager to develop your annual personal development plan and pro-actively undertake own personal development applicable to role.
17. Will support and participate in the duties of the NHSBSAs Executive Assistant Network by communicating, delivering best practice, and continuing professional development.
Job description
Job responsibilities
Provide an Executive Assistant service to members of the NHSBSA Leadership Team (LT). Working as a network of executive assistants the duties will include the provision of high-level support activities to the LT members, contributing to the prioritization of their workload and acting in their absence within defined levels of delegated responsibility. This may include dealing directly with issues and enquiries which encompass a full range of directorate activities and an initial assessment of preliminary impact on senior management teams. A high standard of English is required together with excellent keyboard and IT skills.
In this role, you are accountable for:
1. Provides an Executive Assistant service to members of the LT.
2. Responsible for planning, managing and maintaining LT members diaries, prioritizing elements of their workload, arranging appointments, and advising of future events.
3. Responsible for planning and timetabling the preparatory work for high level meetings of the LT members, eg LT meetings and other Boards/Committees. Providing the necessary documentation and briefings according to timescales.
4. Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate.
5. Responsible for the planning and prioritization of own workload (including project work) to meet agreed timescales objectives and that of the LT members objectives and directorate activities. Working as part of a network of colleagues to support the delivery of overall LT objectives by planning and prioritising their diaries and commitments to fullfil LT commitments
6. Makes and responds to telephone calls as required, exercising tact, discretion, independent judgement and initiative. Supplies confidential and sensitive information on behalf of LT members where appropriate and confirms, in writing, where necessary. The role requires a marked degree of confidentiality, discretion and tact. The postholder handles significant quantities of sensitive and personal information. An understanding of the principles of Data Protection Act and Freedom of Information Act.
7. Prepares draft letters, memos and other papers from brief notes on minimal instructions and signing on behalf the LT members, in their absence. The postholder has a delegated authority to respond on the LT members behalf within defined levels of responsibility.
8. Prepares letters, reports, agendas, minutes, statistics and other similar documents using typing skills and a variety of software packages.
9. Co-ordinates routine items of incoming and outgoing mail, collates incoming mail with previous correspondence and is responsible for monitoring and following up procedures as required. Uses own initiative to make decisions on responses using pre-agreed protocols.
10. Develops and maintains an efficient comprehensive electronic filing system and undertakes continuous improvement of office information systems and procedures to ensure efficient and effective service for LT members within the relevant directorate.
11. In the absence of the LT members, acts on own initiative within defined parameters of delegated responsibility to progress matters via other members of the Senior Management. This can mean making decisions regarding priorities to progress work or deal with issues on behalf of the LT until they can be brought to their attention.
12. Undertakes research information through the internet and other publications. Ensure that necessary information and literature has been sourced and circulated where required.
13. Prepares requisitions and processes invoices as requested and responsible for an authorised signatory value of £5k. Compliance with Standing Orders and Standing Financial Instruction whilst undertaking these duties.
14. As part of team provides cover during periods of holidays and absence for other LT executive assistants/admin support within their directorate and the Chief Executives Assistant when required.
15. General office duties such as photocopying and preparing information, utilizing relevant software applications where required, including scanning documents.
16. Working with your manager to develop your annual personal development plan and pro-actively undertake own personal development applicable to role.
17. Will support and participate in the duties of the NHSBSAs Executive Assistant Network by communicating, delivering best practice, and continuing professional development.
Person Specification
Qualifications
Essential
- o Educated to NVQ Level 4 in a relevant qualification or have significant previous experience in a relevant role
Desirable
Experience
Essential
- Previous experience working with senior management in the NHS or other large organisation
- Experience of exercising judgment and independently managing work.
Personal Qualities, Knowledge and Skills
Essential
- Sound working knowledge of Microsoft Office software
- Knowledge of organisational policies and procedures (including SFI's)
- Understanding of the Data Protection Policy (DPA) and Freedom of Information (FOI)
- Organisational skills
- Ability to work unsupervised and make decisions regarding priorities and actions
- Excellent communication skills, both verbal and written
- Responsible for and committed to meeting standards, timescales, etc
- To be able to work with utmost discretion and confidentiality
- Professional, approachable and friendly manner
Desirable
- Experience of working in a sensitive and confidential environment
Person Specification
Qualifications
Essential
- o Educated to NVQ Level 4 in a relevant qualification or have significant previous experience in a relevant role
Desirable
Experience
Essential
- Previous experience working with senior management in the NHS or other large organisation
- Experience of exercising judgment and independently managing work.
Personal Qualities, Knowledge and Skills
Essential
- Sound working knowledge of Microsoft Office software
- Knowledge of organisational policies and procedures (including SFI's)
- Understanding of the Data Protection Policy (DPA) and Freedom of Information (FOI)
- Organisational skills
- Ability to work unsupervised and make decisions regarding priorities and actions
- Excellent communication skills, both verbal and written
- Responsible for and committed to meeting standards, timescales, etc
- To be able to work with utmost discretion and confidentiality
- Professional, approachable and friendly manner
Desirable
- Experience of working in a sensitive and confidential environment
