SWLCA15 Executive Assistant

at  NHS South West London Integrated Care Board

To support the ICB’s Executive Directors in the delivery of their role overseeing the ICB’s strategic and operational agenda and in any relationships or activities they may take part in across the wider SWL (SOUTH WEST LONDON) local system, regional or national footprint.
Whilst post holders may be asked to support a nominated Executive Director initially they are expected to be flexible to support any Executive Director on a temporary or permanent basis.
The post holder will supply an effective and comprehensive range of managerial and administrative/secretarial tasks, including taking personal responsibility for a range of delegated projects and business to ensure the smooth running of the Executive’s responsibility and functions and provide an efficient administrative service. You will be expected to exercise your judgment in making decisions and to be able to operate and deliver independently as well as being part of a team.
The post is a hybrid working post, which will require you to be onsite at the office for 2/3 days each week.
You will be responsible for management of e-mail, complex diary management, organising meetings, preparation/distribution of meeting papers, identifying, and resolving issues to avoid escalation and acting as the main channel of communication between stakeholders and the Executive Director.
Within your day-to-day work you will deal with a complex range of duties and responsibilities and be able to exercise discretion and initiative to ensure the smooth running of the Executive’s office, managing a busy diary and arranging meetings.
The nature of the post means that you will often be required to communicate and receive confidential information which may be of a controversial or sensitive nature. This will require you to exercise a high degree of personal responsibility in the appropriate distribution of information, working closely with the CEO (Chief Executive Officer), Chair, Non-Executive Members, and other Executive Directors.
NHS South West London Integrated Care Board (ICB), as part of South West London Integrated Care System (ICS), is a partnership of organisations that come together to plan and deliver joined up health and care services to improve the lives of people in our six boroughs: Croydon, Merton, Kingston, Richmond, Sutton and Wandsworth.

EACH ICS CONSISTS OF TWO STATUTORY ELEMENTS:

an Integrated Care Board, bringing the NHS together with its partners locally to improve health and care services
an Integrated Care Partnership (ICP): the broad alliance of organisations and representatives concerned with improving the care, health and wellbeing of the population, jointly convened by the ICB and local authorities in the area.
ICBs are statutory NHS bodies responsible for planning and allocating resources to meet the four core purposes of integrated care systems (ICSs):
to improve outcomes in population health and healthcare;
tackle inequalities in outcomes, experience and access;
enhance productivity and value for money and;
help the NHS support broader social and economic development.
NHS South West London Integrated Care Board decides how the South West London NHS budget is spent and develops plans to improve people’s health, deliver higher quality care, and better value for money.
Please refer to the job description for full details

Duties and Responsibilities

• To prioritise and manage the workload of the Executive Directors, often working within tight timescales, prioritising tasks in line with organisational objectives, anticipating potential problems, and drawing the Executive Director’s attention to the need to take timely action, where necessary.
• Provide personal assistance to the Executive Directors with regards to core elements of the business, attending some key meetings to provide support.
• Provide secretarial support at meetings as required. Prepare and ensure agendas, previous minutes and supporting materials are forwarded to respective parties in line with relevant time objectives.
• Take formal minutes where required.
• Make appropriate decisions in the absence of the Executive Directors, consulting with other senior staff as appropriate.
• Take personal responsibility, in the absence of the Executive Directors, for handling difficult issues and telephone calls, seeking advice as appropriate.
• Allocate and effectively manage work passed to other members of staff, ensuring deadlines are met, reassessing priorities, and refocusing the Executive Director’s attention at times of sustained pressure.
• To cover the Executive Office between the hours of 8am and 6pm, Monday to Friday, and any evening ICS meetings, on a rota system.

• To prioritise and manage the workload of the Executive Directors, often working within tight timescales, prioritising tasks in line with organisational objectives, anticipating potential problems, and drawing the Executive Director’s attention to the need to take timely action, where necessary.
• Provide personal assistance to the Executive Directors with regards to core elements of the business, attending some key meetings to provide support.
• Provide secretarial support at meetings as required. Prepare and ensure agendas, previous minutes and supporting materials are forwarded to respective parties in line with relevant time objectives.
• Take formal minutes where required.
• Make appropriate decisions in the absence of the Executive Directors, consulting with other senior staff as appropriate.
• Take personal responsibility, in the absence of the Executive Directors, for handling difficult issues and telephone calls, seeking advice as appropriate.
• Allocate and effectively manage work passed to other members of staff, ensuring deadlines are met, reassessing priorities, and refocusing the Executive Director’s attention at times of sustained pressure.
• To cover the Executive Office between the hours of 8am and 6pm, Monday to Friday, and any evening ICS meetings, on a rota system