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Job description

An exciting opportunity has arisen for a an executive to join the organisation supporting an Executive Director. This opportunity would be perfect for anyone looking for a move internally in the organisation or may suit an aspiring personal assistant or administrator who is looking to progress in their career.

Role is circa 1-2 days onsite at county hall, rest remote working.

The postholder will be required to work flexibly, recognising the ICB’s new ways of working principles, with the other executive assistants providing cross-cover to support an integrated approach, resilience and the ethos of “one team”. They will be expected to understand the role and objectives of the executive directors and will work closely with the Business Managers in ensuring that all workstreams, work programmes and specific tasks relating to executives portfolios are planned, organised and managed effectively and lead in assisting their successful delivery.

The role 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 executive director
• Compose responses to routine correspondence and emails to internal and external sources.
• To manage the effective use of time for the executive directors by exercising own judgement and initiative, contributing to their priorities and programmes of work which included effective diary management.
• To provide a discrete, courteous and efficient first point of contact for all communication to the executive directors, managing and prioritising calls on their behalf.
• To accurately prepare presentation, letters, and other correspondence using Word, Excel, PowerPoint.
• To source, extract and analyse management information from various sources as requested e.g. national guidance, Department of Health reports.
• To demonstrate an empathic and reassuring approach when dealing with sensitive and contentious issues arising within the ICB.
• Will provide professional guidance and support to the PA/Administration support to the directors.

The Lancashire and South Integrated Care Board (ICB) was formally established as a new statutory body on 1 July 2022, replacing the eight clinical commissioning groups across Lancashire and South Cumbria.

Our role is to join up health and care services, improve people's health and wellbeing, and to make sure everyone has the same access to services and gets a positive experience from treatment. We also oversee how money and resource is utilised to ensure that funding is spent to ensure health services are effective, consistent and of high standard.

Lancashire and South Cumbria ICB is a highly complex organisation serving a population of

over 1.8 million people.

The postholder will work autonomously to a named executive undertaking a multifunctional role combining an extensive range of administration, secretarial and support duties. This includes being proactive in pre-empting the needs of the executive directors and to action correspondence and enquiries as appropriate. In the above, the executive assistant will use both self-management and team working skills to assist in achieving the organisation’s objectives.

The role 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 executive director including dealing with sensitive or contentious information, together with sensitive staffing and financial information.
• Compose responses to routine correspondence and emails to internal and external sources on behalf of and in the absence of the executive directors.
• To manage the effective use of time for the executive directors by exercising own judgement and initiative, contributing to their priorities and programmes of work which included effective diary management.
• To provide a discrete, courteous and efficient first point of contact for all communication to the executive directors, managing and prioritising calls on their behalf.
• To accurately prepare presentation, letters, and other correspondence using Word, Excel, PowerPoint, Outlook and the internet/intranet to the highest standard and within the agreed deadlines using the ICB’s corporate style.
• To source, extract and analyse management information from various sources as requested e.g. national guidance, Department of Health reports; this includes report presentation, on behalf of the executives based on analysis of data and preparing summaries if complex national reports and policy documents.
• Work on own initiative in the absence of the executive director by making quick and accurate assessment of urgent/sensitive situations that can be addressed by appropriate colleagues to provide solutions and avoid disruption. This could involve complaints from staff, patients or the public which need to be dealt with quickly and diplomatically, and where appropriate, provide advice on procedures and protocols within the business administration function.
• To demonstrate an empathic and reassuring approach when dealing with sensitive and contentious issues arising within the ICB.
• Communicate in a professional and confident manner at all times with the internal and external networks that interface within, and outside of, the executive’s portfolio, fostering positive working relationships including the ability to negotiate and influence with individuals/stakeholders at all levels.
• To manage, maintain and develop effective systems for the executive’s diary commitments, scheduling of formal and complex meetings, functions, conferences including finding venues, preparing papers, ensuring appropriate equipment is set up and booking hospitality as appropriate. The postholder must communicate diary information to others as appropriate including annual leave and cover arrangements.
• Work closely with and support the executive business managers in ensuring tasks, programmes and projects are planned, managed and delivered effectively. Acting proactively on behalf of the executive in these areas gathering information, undertaking enquiries and using initiative to take action and make decisions within agreed limits of responsibility.
• Arrange travel and accommodation.
• Operate a bring forward system for the executive director including following up responses on actions and the retrieval of appropriate paperwork. Undertake research as required to provide a comprehensive brief prior to diary commitments often using judgement skills to alert of any problems/difficulties in advance.
• Ensure that the executive director has appropriate briefings and supporting information prior to and when attending meetings.
• To administer meetings as appropriate and be accountable for ensuring that all designated meetings are organised and administered in a professional and timely manner being responsible for providing an accurate record and follow up on actions. This may include committee level meetings.
• Coordinate a rolling programme of performance and development reviews and 1:1 meetings, scheduling meetings and ensuring the executive director has the relevant information.
• Work closely with executive assistant colleagues and provide cross-cover arrangements as required for the executive directors to ensure business continuity within the corporate business administration function.
• Ensure prioritisation and active monitoring of deadlines for the executive director to enable their effective working. This may include drafting responses for correspondence as appropriate, and ensuring appropriate action is taken and deadlines are met.
• Will provide professional guidance and support to the PA/Administration support to the directors.