Band 5 Executive and Business Support Assistant
| Posting date: | 17 May 2024 |
|---|---|
| Salary: | £28,407.00 to £34,581.00 per year |
| Additional salary information: | £28407.00 - £34581.00 a year |
| Hours: | Full time |
| Closing date: | 02 June 2024 |
| Location: | Yeovil, BA22 8HR |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | D9462-SOMICB011-24 |
Summary
PURPOSE OF THE ROLE: This post is designed to provide a high level, confidential and professional Executive Assistant and business support function to the Chief Finance Officer and Director of Performance and Contracting (CFO) and Deputy Chief Finance Officer and Deputy Director of Performance and Contracting (DCFO). The effective delivery of this role removes unnecessary demands and pressures from the CFO and DCFO and allows them to focus upon their portfolios of responsibility. The post will also provide a business and project support function to the wider directorate. KEY RESPONSIBILTIES OF THE ROLE:General: Act as the first point of contact for the CFO and DCFO, presenting at all times in a professional, helpful and appropriate manner. Ensure important issues with a potential significant impact on the CFOs role and DCFOs role are brought to their attention. Anticipate the needs and priorities of the CFO and DCFO and exercise judgement in ensuring that appropriate action is taken without instruction. Confidence to resolve enquiries, requests and issues raised by stakeholders and others. Work proactively on own initiative with planning and prioritisation of own workload to ensure work is completed in a timely manner. Display tact and discretion in handling complex and/or sensitive information and enquiries from colleagues and stakeholders. Outstanding interpersonal skills are required to interact with a wide range of stakeholders at all management levels within NHS Somerset Integrated Care Board (ICB), the Somerset Integrated System (ICS), regionally and nationally. Executive and Business support Effectively manage the CFO and DCFOs diaries by understanding high and low priorities and ensure the most effective use of their time, including building in of travel and desk time. Proactively manage the CFO and DCFO emails and incoming correspondence, this will include operating a bring forward system, composition and drafting of responses, prioritising key issues and prompting relevant directorate colleagues to take action as appropriate. Draft correspondence and information on behalf of the CFO and DCFO, including papers and presentations. Prepare briefing packs, meeting papers and all other necessary documentation in advance for meetings. Coordination of internal and external meetings for the Directorate including conferences, seminars, training events etc which may include large groups of stakeholders, including members of the public. This will involve inviting delegates, arranging speakers, travel arrangements, venues, preparing presentations, and circulating papers and practical coordination of the event on the day. Horizon scanning and targeting information sharing in terms of national updates, forums, conferences and seminars that would be of benefit to the CFO, DCFO and colleagues within the directorate. Develop, maintain and continually improve effective directorate information management and risk systems to ensure appropriate confidentiality of information and timely dissemination. Support wider directorate projects and work priorities which will involve preparing plans, working to and overseeing deadlines, implementing actions and monitoring progress. Secure cost effective travel and accommodation arrangements on behalf of the CFO and DCFO whilst taking into consideration travel time and other diary commitments. To contribute to development and implementation of policies, procedures and protocols relating to the directorate. Budgetary responsibility will apply which will include authorised signatory of the ICB credit card in line with ICB policy. To review and approve the invoices for the travel and accommodation across the organisation. Greet and receive guests in a professional and welcoming manner who are visiting the CFO and DCFO. Secretariat Support Responsibilities: Work proactively and in conjunction with the appropriate meeting Chair to prepare Committee agendas and papers for timely dissemination. This includes producing draft agendas for initial discussion. To ensure an accurate record of meetings is captured and have the ability to determine the level of the record required, for example formal minutes, action notes or decision logs. To follow up on outstanding actions from Committee meetings when required working with colleagues across the system. Work with appropriate Chair to ensure that up to date terms of reference, work plans, membership lists and other key documents are maintained. Liaise with the corporate governance team to ensure committees and meetings receive up to date registers of interest and to share any updates relating to the same. Liaise with the corporate governance team to ensure committees and meetings receive up to date risk registers and to share any updates relating to the same. This will include inputting into the risk management system. To ensure that necessary logistical and practical arrangements are established to facilitate the smooth running of meetings. To arrange and manage any extra-ordinary meetings, for example development sessions or task and finish groups in relation to committees as required. As required provide cover for committees in times of absence of other colleagues within the directorate and wider ICB. Other: The postholder will be required to adapt and to undertake new or changing duties in line with their banding therefore, the key responsibilities listed are not exhaustive. Any changes will be in light of changing circumstances and in consultation with the postholder. The postholder will enhance own performance through continuously developing own knowledge and skills to meet the current and future requirements of the role and the needs of the directorate and ICB. On occasions of absence of EA colleagues, provide cross cover for other ICB Directors An interest and an ability to assist with tasks of a busy finance department would be desirable