Executive Personal Assistant *Internal Applicants Only*

Job overview

INTERNAL ONLY TO NORTH CUMBRIA INTEGRATED CARE NHS FOUNDATION TRUST (NCIC) EMPLOYEES ONLY

The post holder will provide comprehensive support to the nominated Executive Director resolving day-to-day problems independently. Make informed decisions, ensuring agreed targets are met in accordance with standards, policies and procedures. Act as a source of advice and guidance, and the first point of contact for enquiries. Coordinate the preparation of agendas and minutes taking appropriate follow up action as required.

The post holder will appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.

Undertake duties, roles and responsibilities to support other members of the Corporate Administration Executive Team to deliver all their work so Trust guidelines and directives are adhered to and all national targets are met.

The post holder will be a key member of the Corporate Administration Executive Team and will undertake roles and responsibilities in accordance with the grade and nature of the post. This will include specific project work and full meeting facilitation of departmental and Executive meetings.  The post holder will be a proactive team member contributing to the success of the whole Executive Management Team and assisting in improving processes and procedures whilst offering excellent client focus and customer service.

Main duties of the job

We require someone who is flexible and adaptable to the needs of the office as well as having the ability to react to urgent and competing demands with an ability to prioritise a heavy workload.

Someone who can work as part of a team and independently and willing to be involved in and undertake work on behalf of and provide support to immediate colleagues as and when required.

Administrative and Personal Assistant duties to the Executive team including:

• Meeting deadlines and producing high standard work on a day to d day basis.
• Attention to detail and timely follow through.
• Maintaining relevant records ensuring accurate data input.
• Provide and receive complex and sensitive data on behalf of the Executive team.
• Exercise tact and diplomacy and persuasive skills in communication which could be with distressed patients.
• Discrete, trustworthy and honest.
• Prepare relevant briefings/file notes etc.
• Prepare agendas and papers for meetings/conferences etc and attend to take minutes when required., also organising venues, catering, transport, accommodation etc.
• Order and maintain all office consumables.
• Coordinate and manage diaries and inboxes.
• Operate a robust brought forward system and ensure documentation is readily available when required.
• Work collaborative with other PAs and the Chief Executive's office and provide cover during absence.

Detailed job description and main responsibilities

Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.

CERTIFICATE OF SPONSORSHIP

Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL).  Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment. Any applicants who do not meet the eligibility criteria will not be progressed. For further information visit the UK Visas and Immigration website (Opens in a new tab).

If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.

Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.

Disclosure and Barring Service:

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.

The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:

Standard Check: £21.50 + Administration cost of £6.50 = £28.00 Deducted from salary over a 4 month period or a one-off payment.

Enhanced Check: £49.50 + administration cost of £6.50 = £56.00 Deducted from salary over a 4 month period or a one-off payment.

NCIC can offer successful future employees the following benefits:

27-day holiday scheme rising to 33 after 10 years

Flexible working Scheme

NHS Discounts*

Salary Sacrifice schemes including lease cars and Cycle to Work*

Excellent opportunities for development*

Competitive NHS Pension scheme

Vivup is a free, confidential counselling and information service to assist with personal or work-related problems

*Subject to eligibility

Important Information

Please ensure that you document evidence of meeting all the essential criteria in the supporting information.

If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.

Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date