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Executive Assistant maternity cover

Aggregator Network
Job LocationExeter
EducationNot Mentioned
SalaryCompetitive salary
IndustryNot Mentioned
Functional AreaNot Mentioned
Job TypePermanent, full-time

Job Description

Executive Assistant (EA)Full-time /maternity cover for a minimum of 10 months from February 2021OverviewCan you help us to...Health and care systems around the world are facing an unprecedented challenge. Even before the emergence of COVID-19, increasing demand on health and care services required us to rethink how we help people to stay healthy and support them to manage health conditions.The South West has been stepping up to that challenge - and with an ageing population spread over three large counties, with considerable variation in life expectancy, its a significant one. Nearly a quarter of people living across Somerset, Devon, Cornwall and the Isles of Scilly are aged 65 and over and, despite numerous thriving communities, the region includes some of the most deprived areas in the country.Whats clear is that tackling this challenge will require us to innovate, improve and evolve how we deliver health and care services. Thats where we come in. Established by NHS England in 2013 as one of fifteen Academic Health Science Networks (AHSNs), we help health and care partners across the South West to develop and spread innovative practice.Our existing programme portfolio is broad. Current commissions include programmes to spread proven innovation in partnership with NHS England, improve patient safety through our commission with NHS Improvement, and to support the uptake of innovation from the life science sector in the health and care system with the Office of LIfe Sciences.As Executive Assistant, you will play a vital role in helping us achieve our ambition. You will provide direct support to our Executive Team to manage the organisation, help us build relationships with high profile stakeholders (e.g. CEOs and Executives of all the major NHS organisations, NHSE and NHSI) and manage our Business Support Team to provide support to senior managers across the organisation.We are looking for someone who enjoys fast-moving environments, with a learning mind-set and a passion for supporting others to manage complex executive responsibilities. The ideal candidate would be a pro-active, highly organised and confident individual. Most importantly, you will have a passion for developing people and supporting them to be able to unlock their potential.We are an ambitious, forward- thinking organisation and over the next five years we are aiming to build our profile and reputation as experts in spreading innovation in health and care.Purpose of the roleYou will work alongside the Executive Team to manage all aspects of their office, both internally and externally to the SW AHSN, ensuring the delivery of high quality business support. You will also lead the development of our business support function - one that supports our senior managers to manage our relationships with key stakeholders, support management of internal meetings and corporate governance.Responsibilities

  • Manage and lead the development of our business support function - developing great systems, processes and people. Ensure the team has the right skills, capacity and capabilities to provide a high level of business support.
  • Manage resource requirements across the business support team, ensuring periods of absence and high volumes in work requirements are covered.
  • Ensure the delivery of high quality business support to the Exec Team and senior managers across the organisation; including:
  • Effective and efficient diary management, responding promptly to change, anticipating problems and devising solutions.
  • Send emails on behalf of the Exec Team, e.g. surveys, announcements, membership invoices.
  • Produce agendas, assist with the preparation of board papers and take minutes for any meetings as requested by the Exec Team, ensuring accurate capture of actions and minutes are distributed promptly.
  • Work closely with the Exec Team to ensure we have a submission timeline for any key meetings.
  • Arrange travel and accommodation following the SW AHSNs process as and when needed.
  • Undertake general admin tasks, e.g. expenses, contact/stakeholders list, room bookings, setting up conference calls.
  • Support the Executive Team with corporate governance; Board and committee minutes, planning Board papers, etc.
  • Build close working relationships with key stakeholder assistants - AHSN CEOs, Commissioners, member CEOs.
  • Establish and maintain internal and external stakeholder relations, using a CRM database where appropriate.
  • Assist with the implementation, training and use of any databases/platforms that the SW AHSN introduces which you will use in your day-to-day role.
  • Provide advice on the strategic planning and prioritisation of the Exec Teams agenda and the delivery of objectives.
  • Maintain the highest levels of confidentiality and discretion, understand and demonstrate data protection principles.
    • Experience we are looking for
  • Experience of supporting executive level directors.
  • Experience of working in a fast-paced and changing environment.
  • Experience of managing and developing a team.
  • Able to use initiative and does not wait for instruction; can anticipate and pre-empt opportunities to provide support.
  • Excellent organisational skills, natural ability to juggle multiple demands and prioritise, with a high level of IT proficiency.
  • Excellent people skills and a professional attitude.
  • Being proactive, using initiative and being self-motivated.
    • Abilities and attributes
  • Outcome focused: focuses on the change and impact they want to see and how to measure it.
  • Collaborative: engages a diverse range of people and evidence sources to develop a deeper understanding of an issue.
  • Leader: a focused, collaborative leader who can develop, inspire and influence diverse teams, with integrity and openness.
  • Complexity: able to think about and analyse situations by recognising complexity, patterns and inter-relationships. Comfortable with uncertainty and rapid change.
  • Fair: believes that others views, experiences and knowledge are as important and valuable as their own.
  • Initiates change: does things differently, and creates new spaces and opportunities that empower others to do so too.
  • Stakeholder management: the ability to earn and maintain the trust of internal and external stakeholders at all levels.
    • Reporting to:Chief Executive Officer

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