NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board
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's 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 planners 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.
Job responsibilities A full job description for this role is attached in the documents - please ensure that you consider it fully and do not rely only on the information in the summaries.
Person Specification Knowledge, Training and Experience
Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
Knowledge of administrative procedures, project management or information analysis.
Understanding of Office protocols.
Demonstrate experience of working with Senior Management level.
Basic knowledge of project principles.
Previously worked in a similar position within the public sector.
ECDL or similar IT qualification.
Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/written communication skills.
Ability to pull together comprehensive draft reports, data and letters; negotiating, networking and persuasive skills.
Analytical
Problem-solving skills and ability to respond to sudden unexpected demands.
Excellent time management skills with the ability to re-prioritise.
Planning Skills
Skills for supporting project management.
Management Skills
Skills for managing aspects of projects ensuring they meet financial targets.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board
#J-18808-Ljbffr
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's 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 planners 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.
Job responsibilities A full job description for this role is attached in the documents - please ensure that you consider it fully and do not rely only on the information in the summaries.
Person Specification Knowledge, Training and Experience
Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
Knowledge of administrative procedures, project management or information analysis.
Understanding of Office protocols.
Demonstrate experience of working with Senior Management level.
Basic knowledge of project principles.
Previously worked in a similar position within the public sector.
ECDL or similar IT qualification.
Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/written communication skills.
Ability to pull together comprehensive draft reports, data and letters; negotiating, networking and persuasive skills.
Analytical
Problem-solving skills and ability to respond to sudden unexpected demands.
Excellent time management skills with the ability to re-prioritise.
Planning Skills
Skills for supporting project management.
Management Skills
Skills for managing aspects of projects ensuring they meet financial targets.
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name NHS Bristol, North Somerset and South Gloucestershire Integrated Care Board
#J-18808-Ljbffr
