Executive Assistant to Chief Executive Officer

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Detailed job description and main responsibilities

Principle Duties and Responsibilities Communications:

The postholder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion.

To work closely with the CEO and Deputy CEO, across all aspects of their work to ensure a complete understanding of their workload. This will include drafting letters, emails and co-ordinating responses with minimum supervision and guidance, managing electronic diaries, emails, day to day telephone queries and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.

Use initiative in all areas of work in the absence of or on behalf of the CEO and ensure they are kept informed. This involves prioritising and problem-solving skills and a well -developed ability to relate absorbed knowledge to new emerging problems without guidance.

Ensure that critical issues are brought to the CEO attention in a timely manner, ensuring that only appropriate queries are passed on and that the most appropriate people deal with others effectively.

Manage the multiple demands of the CEO and Deputy CEO's time and proactively manage their complex diaries by forward planning and organising regular meetings and events.

Assist the CEO to research and prepare reports and presentations, draft and issue letters using a wide range of Microsoft technology.

Ensure that the CEO and Deputy CEO are aware of appointments and that all relevant documents are prepared for each meeting and travel arrangements/accommodation are in place.

Manage complaints on behalf of the CEO in conjunction with the Quality and Standards team ensuring that responses are within set service standards.

Establish, develop and maintain links with key stakeholders including the Department of Health, NHSE, Government Office, MPs and the wider board.

Administer high level meetings as required including Senior Management Committee (SMC) and the Executive Team meeting. Ensuring that agenda plans, minutes, action logs and papers are distributed within set deadlines. Attend and take comprehensive minutes as required.

Bring actions from meetings to the attention of the CEO and liaise with the appropriate members of staff to implement the actions. This includes maintaining an efficient brought forward system to effectively monitor work that has been delegated elsewhere and progress/chase outstanding items.

Co-ordinate arrangements for a variety of meetings, internally and externally, ordering equipment and refreshments ensuring that all reasonable adjustments have been met as required.

Co -ordinate the rolling programme of performance development reviews and 1:1 meetings with all of the CEO's direct reports.

Alongside other members of the Executive Assistants be the first point of contact for visitors to the department in person or by telephone. Communicate with tact, understanding and discretion.

Provide full comprehensive and seamless cover for all duties of the Executive Assistants responsible for supporting the Chair in their absence.

Manage/lead ad-hoc delegated projects as required.

Transformation Change

Lead a continuous programme of sustainable long term transformational change across the function undertaking benchmarking, monitoring quality standards and maximising the use of digital technology to create a flexible, agile, cross covering service.

Maximise the use of digital technology to transform day to day tasks creating efficiency and improving effectiveness of the service for example minute taking, rota co ordination etc

Supervision/Managing the Trust Administration Function

Act as a role model for the Trust Executive Assistant team leading by example and providing advice and guidance as required.

Supervise all Executive Assistants within the Executive Office ensuring that work is appropriately prioritised and managed.

Line management responsibility will be with the Director of Workforce for all EAs.

Maintain sickness absence/annual leave/study leave records for all EAs.

To ensure that the office is covered between core hours on site utilising appropriate rotas for team members.

Foster a culture of mutual support and team working across the whole director portfolios to ensure work is equitably allocated and cover for team members for annual leave or sickness.

Provide cover for all other Executive Assistants in order that a seamless service is provided during annual leave and sickness.

Support the Trust in the effective use of resources, e.g. staff, premises, equipment, supplies and materials ensuring that costs and waste are kept to a minimum.

Develop and maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements maintaining accurate documentation and reporting any concerns.

Governance

Develop and maintain systems and processes to establish and maintain effective communication and confidentiality of information.

Ensure compliance with Trust policies procedures and guidelines for self and others by taking action/alerting senior management team if practice contravenes policy or if concerned about any aspect of patient care.

Person specification

Qualifications & Experience

Essential criteria

• Degree or equivalent experience in related subject and/or environment
• Commitment to continuous professional development.
• Excellent typing/word processing skills/and or OCR/Text production and word processing level 3 or Advanced ECDL or equivalent.
• Experience of working within a business administrative function.
• Experience of working to support all levels of an organisation including Board members

Desirable criteria

• Shorthand/Audio skills
• Experience of working within a business administrative function in the NHS
• Supervisory experience

Circumstances

Essential criteria

• Able to be mobile across the organisation and other locations
• Ability to work flexibly with occasional need to work unsocial hours

Values and Behaviours

Essential criteria

• Must demonstrate the Trust's values
• Recognition of the importance of showing respect, dignity and compassion to patients and colleagues
• A commitment to work together to create the best outcomes
• A commitment to quality and safety
• A listening and learning approach

Skills

Essential criteria

• Experience of working closely with senior colleagues on confidential and sensitive activities
• Excellent knowledge of Microsoft Office (including Outlook, Word, Excel and Powerpoint)
• Ability to write, develop, consult, interpret, review and amend complex information.
• Ability to organise and prioritise work to meet deadlines whilst managing a number of conflicting requirements in a professional manner
• Ability to work accurately under pressure without supervision and direction
• Flexible responsive approach to work
• Flexible self-motivated team worker
• High degree of personal integrity and probity
• Ability to display tact, diplomacy and discretion when relaying sensitive information
• Experience of setting up and managing performance monitoring systems
• Ability to take notes at meetings and produce accurate, grammatically correct comprehensive minutes
• Ability to supervise and motivate people leading by example
• Ability to lead transformational change utilising digital technology as an enabler

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Applicant requirements

You must have appropriate UK professional registration.

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description & Person Specification (PDF, 164.9KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Trust Membership - Christie Talent (PDF, 23.0KB)
• Travel to The Christie (PDF, 3.8MB)