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Executive Personal Assistant - D9461-24-0116

Bristol

Job summary

Responsible for the operational, administrative and business management for the Chief Pharmacist and Deputy Chief Medical Officer, providing initial prioritisation of incoming work and resolving day-to-day issues independently. Providing a complete and wide-ranging personal assistant service to both Chief Pharmacist and Deputy Chief Medical Officer , including all administrative support and ensuring the efficient and professional day to day management of their office. Providing comprehensive diary and document management, arranging and servicing meetings, including formal minute taking when required. Maximising the time of the Chief Pharmacist and Deputy Chief Medical Officer . The post holder will have a high level of administrative responsibility and will be expected to manage their own work and take key decisions within policies and without reference to senior management, and will be expected to manage highly confidential, complex and sensitive information. The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders and participate in relevant internal and external projects.

Main duties of the job

• First point of contact for Chief Pharmacist and Deputy Chief Medical Officer providing advice or guidance and signposting where appropriate.
• Providing confidential and timely diary / inbox management ensuring that the Chief Pharmacist and Deputy Chief Medical Officer time is well managed.
• Facilitate a busy schedule of meetings and committees, including preparing and circulating papers, arranging venues, taking formal minutes or notes and actions, creating and updating action logs, and carrying out follow-up work.
• Maintain forward planers and ensure meetings are organised in sufficient time.
• Provide high quality and timely word processing service when producing highly sensitive correspondence, emails and presentations.
• Formulate initial draft documents from information requested.
• Ensure that essential issues are brought to the attention of the team and, in their absence, to use own judgement when dealing with or signposting such issues.
• Liaise with counterpart ICB, Provider, Stakeholder and NHSE colleagues.
• Act as part of the Fire Warden team for the organisation covering statutory duties with respect to building evacuations, after receiving necessary training.
• Work with other PAs in the ICB to provide cross-cover and a network of communication, including receiving visitors to the office.
• Act as part of the Call Support Team servicing the Daily System Flow calls, after appropriate training.

About us

We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services. We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.

Date posted

17 December 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

461-ICB-6170MB

Job locations

NHS BNSSG ICB

100 Temple Street

Bristol

BS1 6AG

Closing date for applications: 05-01-2025

Salary: £29,970 to £36,483

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