Senior Executive Assistant to CEO / Chair

Senior Executive Assistant to CEO / Chair

Job description

Job summary

An exciting opportunity has arisen for a Band 6 Senior Executive Assistant to the ICB CEO / Chair to join the Birmingham and Solihull Integrated Care Board Executive Office Team.

Our preferred candidate will have an administration background specifically working as an Executive Assistant (EA). They must have line management and Executive Assistant experience, the ability to multi-task, manage and prioritise own workload and those of others and be able to work on both their own initiative and as part of a team.

They will need to have excellent organisational skills, time management and communication skills, with experience of speaking to people at all levels of the organisation,





service users and members of the public.

This is an excellent opportunity for a self-motivated and enthusiastic individual who wishes to pursue a senior administration career in the NHS.

BSol ICB operates a Hybrid working model and this role will require the successful applicant to work on site a minimum of 3-4 days per week as required.

Main duties of the job

Lead the setup of the 'systems' of the office of Chair and Chief Executive Officer (CEO) including establishing policies and procedures.

Co-ordinate and organise the ICB Chair and the Chief Executive as required.

- Manage the diary of the Chair and CEO, liaising with ICB executives, senior managers and staff as well as external stakeholders;
- Provide executive support to the ICB Chair / Chief Executive Officer concentrating on designated meetings and external engagements;
- Support the Chair and Chief Executive on their portfolio of work ensuring that functional tasks are agreed, planned, managed and delivered effectively;






- Ensure that a high degree of confidentiality is maintained within the executive office so that highly sensitive and contentious information is appropriately handled and shared where required;
- Organise high level meetings with NHSEI executives, national leads and ICS stakeholders as required;

Prepare draft reports, presentations and papers on behalf of the ICB Chair and CEO.

- Manage communications coming into the Executive office including emails and letters; prioritising those communications that require immediate action by the Chair and where concerned CEO;
- Organise and coordinate the weekly Executive Committee meeting providing high quality support to the Chief Executive Officer and Executive Directors;

About us







Birmingham and Solihull Integrated Care System brings together local NHS, councils and voluntary, community and faith sectors to better serve our communities.

With a population of circa million, our vision is for BSOL to be the healthiest place to live and work, driving equity in life chances and health outcomes for everyone.

For an chance to be part of the fantastic opportunity we have as an Integrated Care System, apply for this role today.

As a member of our system you will actively demonstrate system values in all that you do. You will be driven to address health inequalities and create an environment that is inclusive for all people.

In return NHS Birmingham and Solihull can offer you the opportunity to thrive and develop in a team that is supportive, ambitious and inclusive.







You will have plenty of opportunities to build your skills and experience, with a chance to work with colleagues across our five Provider Trusts, two Local Authorities, voluntary organisations, Integrated Care Board (ICB) and NHS England to truly effect change and add value.

We know that diversity fosters creativity and innovation and are committed to challenging discrimination, promoting equality of opportunity for all, being a fair and inclusive employer, and creating a place of work in which all of us feel we belong.

Job description

Job responsibilities

- Communicates and liaises effectively on sensitive matters on behalf of the Chair and CEO, ensuring confidentiality in a politically sensitive environment;






- Establishes and maintains key relationships with key stakeholder offices including ICS partners and MPs executive offices;
- Develop internal and external Chair and CEO communications where required by regular contact with the Executives and their teams, the ICB Communications team and external stakeholders;

Responsible for managing the communications that come into the executive Office this will entail categorising emails, ensuring that they are responded to quickly and efficiently as well as archiving emails.

Plan and organise the complex diary commitments and work priorities of the ICB Chair / CEO in an ever-changing and fast paced environment, ensuring that the needs of meeting delegates are met;

this will include regular adjustment of plans and timely communication of changes







Ensuring that the best use of time for all meeting attendees is facilitated and that diary conflicts are managed and resolved in a timely manner without disruption to ICB Chair / CEO

To organise any necessary travel itineraries and accommodation requirements, ensuring the best use of time and budget

Where required organise workshops and seminars, including selection of an appropriate venue and provision of materials for multi-disciplinary attendance

Plan and organises detailed briefings for the ICB Chair / CEO; keeping them abreast of upcoming meetings, committees and the ICB Boards;

this includes updating and providing appropriate documentation for all commitments and actions, advising of any changes to ensure that they are able to focus on their core responsibilities







- Organising the papers and reports sent to the Chair / CEO for key meetings and follow up actions as required;
- Planning and organising the Core Executive Team meeting on a weekly basis including the following tasks :

Collating and preparing papers

Producing an accurate agenda

Producing the action log and following up agreed actions

Producing accurate and informative reports as required by the Chair / CEO

Producing accurate minutes of the meeting

Liaising with Directors, senior managers and staff in relation to the weekly executive meetings and adjusting plans where appropriate and / or necessary.

Deliver against objectives, achieving quality outcomes, prioritising own workload and working to tight deadlines

Update, maintain, organise,





gather and analyse information to predict / meet business needs of the Chair / CEO by identifying best professional practice.

Provide coordination of and support relevant meetings, reporting attendance and providing information advice and support where requested

Update, maintain, organise, gather and analyse information to predict / meet business needs of the Chair / CEO by identifying best professional practice.

Provide coordination of and support relevant meetings, reporting attendance and providing information advice and support where requested

Ensure, along with the Executive Office Team the you communicate with tact, understanding and discretion with members of the public / patients / carers when dealing with enquiries / complaints.

Feedback on potential changes / improvements to existing processes and procedures directly linked to administrative working practices across the whole Executive Assistant function and implement these where appropriate

Support the Executive Office budget and payment of invoices covering pay and non-pay costs;

Order equipment and supplies for the executive office as required laptops, phones and other equipment

Assist with and to organise the recruitment process for the appointment of Non-Executive Directors; Executives and other key senior Board members as required.

Support the recruitment of administrative staff to Executive Office;

Ensure that the Executive Office is compliant with the policies on data security and protection and records management.

Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales.

Has confidence to make decisions that will affect the executive office within defined boundaries when the Executive Office Team Lead is not available.

Ability to work on own initiative.

Person Specification

Shortlisting Criteria

Essential

- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area Business management.
- Evidence of continued professional development and maintaining skills in business / office management.
- Experience of working in a complex and large organisation supporting the work of a Senior Executive and or Chair
- Previous substantial experience in similar role in public sector; working in a busy and high profile office for senior professionals.
- Clear communicator with excellent writing, report writing and presentation skills;
- Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales
- Ability to write high level quality minutes, support the preparation of reports and produce presentations.
- Evidence of success in efficient and effective office management

▶️ Senior Executive Assistant to CEO / Chair
🖊️ NHS Birmingham and Solihull Integrated Care Board
📍 Birmingham