Total 2 Senior Executive level Customer Service job vacancies in G66 1QY

This vacancy is only available to Internal applicants from NHS Cheshire and Merseyside Integrated Care Board (ICB) and Health and Care organisations within the Cheshire and Merseyside Integrated Care System (ICS). Applications received outside of these organisations will not be considered

Are you a highly experienced Executive Assistant working with executive level posts? Or are you a Personal Assistant/Secretary looking for a challenge and potentially the chance to develop your career within the corporate field?

NHS Cheshire and Merseyside Integrated Care Board is offering a fantastic opportunity to use and further develop your skills and experience to work at the heart of a well-respected NHS organisation. Our Chair and Chief Executive are seeking an exceptional individual to be part of the Chair and Chief Executives Office. You'll need to be a very organised, motivated, diligent and resilient individual, who is able to provide a high quality, efficient administrative and secretarial service. The role involves exposure to corporate business and some high-level operations, as well as working within a broader team providing support to our Executives and senior colleagues.

Given the importance of this role in interfacing with the public and senior partners across the Cheshire and Merseyside health and social care system, we are looking for an individual that will be a great ambassador for our organisation, consistently demonstrating our core values.



The Executive Assistant will act as the first point of contact, including managing all incoming mail and email, telephone calls and messages. This will include responding to contact from the public and patients who are seeking to speak to the Chief Executive and Chair. The Executive Assistant will also be required to provide administrative support to key meetings of the ICB.

The post holder will need to develop a close working relationship with the Chair and Chief Executive, agreeing processes and workload management. The post holder will be supported on a day-to-day basis by the Business Manager to the Chief Executive who also line manages the post, and be part of the wider Executive Assistants team who work together to support each other and will be on hand to onboard and support the new incumbent.

This is a full time vacancy (37.5 hours per week) for an initial 12 month period, that broadly needs to cover office hours (Monday to Friday), with some element of flexible working. It is anticipated that the postholder will need to work out of one of the ICBs offices between 2-3 days per week, with the main office base being No 1 Lakeside, Warrington. There is some flexibility around working hours but the role requires daily contact with the Chief Executive to manage the changing nature of the work.

NHS Cheshire and Merseyside Integrated Care Board (ICB) is a highly complex organisation serving a population of over 2.5 million people across nine Places (Boroughs including local Authorities), 16 NHS Provider organisations, 344 GP Practices, 570 pharmacies, 313 dental services, 286 optometrists and 48 Primary Care Networks. 33% of the population of Cheshire and Merseyside live in the most deprived 20% of neighbourhoods in England.

· To work autonomously as a Executive Assistant undertaking a multifunctional role that delivers outstanding corporate services across the NHS Cheshire and Merseyside ICB to provide confidential and comprehensive dedicated support to the ICB Directors, Associate Directors and the wider corporate affairs and governance function. This includes being proactive in pre-empting the needs of these individuals and to action correspondence and enquiries as appropriate

· To ensure the smooth and efficient running of the Corporate Affairs and Governance team and support function.

· Work flexibly, with other team members, to ensure that high quality administration and Executive assistant support is provided at all times and to provide a positive image and promote the vision and values of the ICB.

· To provide support across the administrative functions of the ICB including supporting other team members when required.

· To apply the ICBs standard operating procedures and procedures for Corporate Administration and PA Support.

· In all the above the Executive Assistant will use both self-management and team working skills to assist in achieving organisational objectives and delivery of the key business needs of the ICB.

· To develop and deliver (with your line manager) a work plan that outlines some of the specific duties and responsibilities of the role that you undertake.

Main Duties & Key responsibilities

This will be varied and will adapt over time as the ICB develops. However, the postholder is expected to fulfil the following key functions:-

· To provide a professional, efficient and comprehensive support service to the ICB Executive Directors, Associate Directors and the wider corporate affairs and governance function

· Compose responses to routine correspondence and e-mails to external and internal sources on behalf of and in the absence of the Executive Directors, Associate Directors and the wider corporate affairs and governance function.

· To manage the effective use of time for the Executive Directors, Associate Directors and the wider corporate business function by exercising own judgment and initiative in contributing to their priorities and programmes of work which includes effective diary management.

· To provide a discrete, courteous and efficient first point of contact for all communication to the Executive Directors, Associate Directors and the wider corporate business function managing and prioritising calls and correspondence on their behalf.

· To support key meetings as determined in line with agreed portfolio, including minuting meetings and preparing meeting packs

· To accurately prepare presentations, letters and other correspondence using; Word, Excel, PowerPoint, Outlook and the internet/intranet to the highest standard and within agreed deadlines using the ICBs corporate style.

· To source, extract and analyse management information from various sources as requested e.g., National Guidance, DoH reports. This includes report preparation, on behalf of the Executive Directors, Associate Directors and the wider corporate business function, based on an analysis of data and preparing summaries of complex national reports and policy documents.

· To manage, maintain and develop effective (and consistent) office systems and processes, ensuring information is stored and retrieved in a systematic way and to ensure compliance with information governance policy and confidentiality requirements.

· To manage, maintain and develop effective systems to include planning and ensuring document availability for scheduled meetings. In addition, collating actions for executives and developing status reports based on a range of strategic areas, including corporate objectives and performance against relevant targets. Also ensuring these are undertaken in a timely manner.

· To be flexible in undertaking proactive self-management in order to effectively prioritise own workload, deal with frequent unpredictable work demands and interruptions, meet expected and unexpected deadlines. To include the development and utilisation of systems to support prioritisation of work and to enable reprioritisation based on urgent email correspondence or requests for information, e.g., urgent NHS England/Improvement submissions or MP requests.

· To undertake review of area of responsibility to consider areas for change in practice.

· To demonstrate an empathic and reassuring approach when dealing with sensitive and contentious issues arising within the ICB.

· To participate in cover arrangements and general holiday/sickness relief arrangements within the corporate team, and wider ICB if/when required.

· To support a range of core corporate functions and services as agreed which include:

a. Administrative Procedures across the ICB: acting as ambassadors for the corporate approach to a range of administration functions i.e., electronic minute taking, and adherence to Corporate Standards, including the standardised development and utilisation of agreed templates

b. Protocols; implementing and disseminating new/reviewed protocols and their areas of work and in support of the Corporate Team / ICB

c. Best working practices: embedding best working practices across the

· To provide a professional, efficient and comprehensive support service to the Chair, Accountable Officer and/or Executive Directors and Associate Clinical Directors. Compose responses to routine correspondence and e-mails to external and internal sources on behalf of and in the absence of the Chair, Accountable Officer and/or Executive Directors and Associate Clinical Directors

· To manage the effective use of time for the Chair, Accountable Officer and/or Executive Directors and Associate Clinical Directors by exercising own judgment and initiative in contributing to their priorities and programmes of work which includes effective diary management.

· To provide a discrete, courteous and efficient first point of contact for all communication to the Chair, Accountable Officer and/or Executive Directors and Associate Clinical Directors, managing and prioritising calls and correspondence on their behalf.

· To support key meetings as determined in line with agreed portfolio

· To accurately prepare presentations, letters and other correspondence using; Word, Excel, PowerPoint, Outlook and the internet/intranet to the highest standard and within agreed deadlines using the ICBs corporate style.

· To source, extract and analyse management information from various sources as requested e.g., National Guidance, DoH reports. This includes report preparation, on behalf of the Chief Officer, ICB Chair, Executive Team Directors, based on an analysis of data and preparing summaries of complex national reports and policy documents.

· To manage, maintain and develop effective (and consistent) office systems and processes, ensuring information is stored and retrieved in a systematic way and to ensure compliance with information governance policy and confidentiality requirements.

· To manage, maintain and develop effective systems to include planning and ensuring document availability for scheduled meetings. In addition, collating actions for executives and developing status reports based on a range of strategic areas, including corporate objectives and performance against relevant targets. Also ensuring these are undertaken in a timely manner.

· To be flexible in undertaking proactive self-management in order to effectively prioritise own workload, deal with frequent unpredictable work demands and interruptions, meet expected and unexpected deadlines. To include the development and utilisation of systems to support prioritisation of work and to enable reprioritisation based on urgent email correspondence or requests for information, e.g., urgent NHS England/Improvement submissions or MP requests.

· To undertake review of area of responsibility to consider areas for change in practice.

· To demonstrate an empathic and reassuring approach when dealing with sensitive and contentious issues arising within the ICB.

· To participate in cover arrangements and general holiday/sickness relief arrangements within the corporate team, and wider ICB if/when required.

· To support a range of core corporate functions and services as agreed which include:

d. Administrative Procedures across the ICB: acting as ambassadors for the corporate approach to a range of administration functions i.e., electronic minute taking, and adherence to Corporate Standards, including the standardised development and utilisation of agreed templates

e. Protocols; implementing and disseminating new/reviewed protocols and their areas of work and in support of the Corporate Team / ICB

f. Best working practices: embedding best working practices across the organisation

· Provide line management to Corporate Support Officer roles, providing mentorship and development support.

· Organise travel and accommodation as needed for senior management, ensuring value for money and efficient use of time.

The main duties and responsibilities described above are not exhaustive and the post holder can expect to take on other responsibilities or specific tasks as required.

Further, over time it is likely the remit and requirements of the role will evolve, and the post holder will be expected to adjust their working approach and style to accommodate these. As a new post within the organisation, to reflect the above, it is expected that this job description would be reviewed regularly, by agreement.


This advert closes on Wednesday 6 Nov 2024

Job Summary

This post is only available to all permanent and temporary employees and agency workers currently on assignment within East Dunbartonshire Council.

Salary will be pro-rated for part-time hours.

Work pattern is 7 hours on a Friday.

We are looking for an enthusiastic individual to assist in the day to day operational management and leadership of Adult Day Services Team ensuring effective and safe delivery of services which promotes and maximises the safety and independence of the individual and helps them realise their capacity and potential.

The Senior Day Services Officer post is based in our Outlook Day Service that provides direct support to individuals who have learning disabilities and/or autism to engage in meaningful daytime activities in the community or in a building base. The successful candidate will require to provide leadership and support in the provision of a person centred approach for individual service users as well as in assessment of individual needs. They will also provide staff with professional support, guidance and supervision, and participate and contribute to the writing of strategic plans.

Previous experience of working in Adult Day Services is required. At least two years previous experience in social care would be required.

If you wish more information please contact: Catherine Davison, Adult Day Services Manager: 0141 777 3017

Charter of Commitment

The commitment by East Dunbartonshire Council to job applicants is as follows:

• Individuals will be treated in a polite, friendly and welcoming manner.

• Equalities monitoring will be conducted to ensure a fair and equitable process with screening being carried out to anonymise sensitive information such as age, gender and disability.

• The information that we receive will be treated in confidence and with discretion. Only the relevant HR representative/team and the relevant service will see the application form.

• We will encourage and welcome applications from applicants under the disability symbol. Where the essential criteria are met an interview will be offered to those applying under the disability symbol.

• We will be pleased to make any reasonable adjustments to ensure accessibility at the interview.

• We will advise you within reasonable time after the closing date if you have not met the interview criteria. (Normally within 4 weeks)

• We will advise you of meeting the criteria for interview normally within 3 weeks.

• We will advise you if you have been successful or unsuccessful at the interview stage as soon as practically possible.

PVG / Disclosure Scotland

The following criteria applies to all roles within East Dunbartonshire Council where PVG/Disclosure checks are essential criteria

Where the post you are applying for is considered Regulated Work under the Protection of Vulnerable Groups (Scotland) Act, 2007, successful candidates will be required to join the PVG Scheme, or undergo a PVG Scheme Update check, prior to confirmation of employment being made by East Dunbartonshire Council.

Please note, successful candidates will be expected to meet the cost of the relevant check which will be deducted from the successful candidate’s first salary payment.

In specific circumstances the payment could be deducted in instalments from an employee’s wages following commencement of employment. Approval in such circumstances will be made by HR Services Lead.

Should an employee leave in advance of the payment being deducted, the full amount will be deducted from the employee’s final salary.

The criteria outlined above will apply to existing employees of East Dunbartonshire Council who apply for roles for which a PVG/Disclosure check is required.

Website

www.eastdunbarton.gov.uk

Proud member of the Disability Confident employer scheme