Executive Business Manager, Band 7

at  Gloucestershire Hospitals NHS Foundation Trust

The Executive Business Manager (EBM) will be responsible for co-ordinating and organising the Private Office of the Chief Executive Officer (CEO) of Gloucestershire Hospitals NHS FT in order to support the Director of Integrated Governance to provide a comprehensive secretarial and administrative support service within the Trust’s corporate head office function.
This is a high-profile position that is suited to an individual with impeccable Executive Assistant experience and qualifications, together with demonstrable business and project management skills and expertise.
The EBM will set an exemplar standard of service delivery which will set the blue print for that delivered to all Executive Directors at the Trust, whose Executive Assistants the EBM will line-manage.
The role of Executive Business Manager is a pivotal one within the Trust’s Head Office function. The post holder will be key to ensuring the Chief Executive and Director of Integrated Governance benefit from high quality, progressive executive administrative practices.
The post holder will build a reputation of professionalism, tact, courtesy and tenacity to ensure that the CEO is supported and represented to the highest standards, and that business administration processes are in place to underpin the efficiency of Trust Head Quarters and executive director support functions.

The post holder will promote and help sustain these standards by:

• Keeping under review policy and best practice administrative developments that impact on the activities of the Office of the CEO and ensuring that the Director of Integrated Governance is appropriately briefed on them.
• Providing a confidential sounding board to the Executive Assistants.
• Contributing to the development of an organisational culture that embodies the Trust values and standards of behaviour.
• Ensuring robust cover arrangements across the Executive Assistants such that no period of absence affects the effective running of Head Quarters, Duty rotas or the administrative support to the Executive Directors.

We have an exciting new opportunity for an ambitious, professional and dedicated Executive Business Manager to join our forward-thinking team. In this pivotal role, you will take the lead in managing and enhancing our secretariat function, ensuring that we meet all our ambitions to streamline decision-making, reduce delays and enhance organisational agility. Your expertise will be essential in navigating the complexities of evolving operating practices while maintaining the highest standards of confidentiality supporting practical results that achieve goals and objectives.
Reporting directly to the Director of Integrated Governance, your primary role will be business management support to the Chief Executive . As a key member of the Integrated Governance directorate, your role will involve extensive collaboration with all directors within the Trust, its subsidiary, and senior managers across the ‘group’.
This position offers a diverse and varied scope of responsibilities, from providing essential administrative support to the Chief Executive and minuting key meetings of the Office of the CEO to ensuring the development of a critical, newly formed centralised secretariat. If you are ready to make a significant impact within our organisation and drive our administrative support to new heights, we would love to hear from you.
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 day’s 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 effectively

Please refer the Job description for details