Executive Business Manager, Band 7

at  Gloucestershire Hospitals NHS Foundation Trust

Please find attached a detailed job description for this vacancy The EBM will be responsible for establishing the administrative processes to support the Private Office of the CEO and Trust HQ, the EBM will be responsible for keeping up to date with the issues affecting the portfolio of the CEO and will track and manage information coming in and out of their office. The EBM will have proven project and business management skills which will allow them to provide briefings, reports and any other such information needed to ensure that the CEO is well-briefed and kept up to date at all times. In order to achieve this, the EBM will need to have a good understanding of current issues facing the Trust and the wider system partners, as well as being an excellent networker, knowing which stakeholders to approach for support or information at any one time. As such, relationship building skills are paramount as is the confidence to vicariously represent the CEO in a variety of settings.
The EBM will build a reputation of professionalism, tact, courtesy and tenacity to ensure that the CEO is supported and represented to the highest of standards, and that governance and business management processes are in place to underpin the efficiency of Trust HQ. The post holder will be expected to be proactive in suggesting ideas for improved efficiency and performance and to take the initiative both individually and for the team they support. The role will require a high degree of initiative and the capability to anticipate and respond to dynamic management requirements. Due to the nature of the work involved, diplomacy and confidentiality are essential aspects of this role.
Private Office Management - Co-ordinate and organise the Private Office of the Chief Executive, establishing policies and procedures, as well as the recording of information and reporting structures for information coming into and out of the office; - Ensure a professional and positive physical working environment is maintained across the Executive Office/Headquarters of the Trust. - Ensure that a high degree of confidentiality is maintained within the Private Office so that highly sensitive and contentious information is appropriately handled and shared where required; - Professionally accountable to the Director of Integrated Governance, lead staff in Executive Administration functions, ensuring that all are supported in their development and continual learning, building a collaborative working environment and an innovative, can-do culture; - Ensuring robust communication lines with the Director of Integrated Governance on matters concerning the effective functioning of the office of the CEO and Trust Head Quarters Diary Management - Manage the diary of the Chief Executive, liaising with the Board of Directors as well as senior clinical and non-clinical managers and external stakeholders; - To organise the daily work of the Chief Executive, ensuring files and papers are available and up-to-date, providing briefings for the days activities, highlighting deadlines and potential conflicts of interest; - Organise high level meetings with Trust executives, national leads as well as ICB stakeholders as required; Events Management - Coordinate stakeholder visits to include VIPs and MPs to ensure each is carefully choreographed and prepared for, working closely with the Director of Integrated Governance and Communications Team as necessary. - Coordinate organisation of conferences/events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions as required. - To work closely with the communications function to ensure that a planned series of staff open forums, and visits are scheduled across the Trust and that relevant material to support these events is produced on time.
Correspondence Management - Responsible for managing the communications that come into the Private Office which will entail categorising emails, ensuring that they are responded to quickly and efficiently. Additionally, any written correspondence will be treated in a similar manner with letters prioritised, responses provided and correspondence archived when required; - Draft responses to correspondence on behalf of the Chief Executive. Manage the referral of correspondence received by the Chief Executive, researching and drafting responses, or commissioning responses, as necessary. Control the handling of Ministerial and MP correspondence, co-ordinating responses, demonstrating a high level of accuracy; discretion and confidentiality, while ensuring responses to deadlines are met; - Have tracking systems in place to ensure that any information awaited is chased up, without being prompted by the CEO.
To chase progress on all issues with appropriate directors/managers on behalf of the Chief Executive as and when necessary to ensure that deadlines are met. Business, Project and Governance Management - Focus on the business commitments of the CEO, ensuring that they are appropriately briefed and up to date with planned Board and Committee meetings, internal and external appointments and external engagements; - Support the Chief Executive on their portfolio of work ensuring that functional tasks are agreed, planned, managed and delivered effectivel

Please refer the Job description for details