Service Manager/Executive Assistant to the Chief Executive

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Detailed job description and main responsibilities

Development

With the support of the Executive team, implement innovation, technology, and new ways of working, contributing to policy and process development.

Specifically – to lead the development and transformation of the service transitioning from an individualised EA service to a generic service model.

To document and implement standard operating procedures and templates within areas of responsibility, ensuring review on a regular basis to reflect current practice.

Responsible for operational management of the service, planning workload and activities including organising staffing, rotas, allocating and reallocating tasks to ensure the delivery of the service. This will require short and mid-term plans to be drawn up but they will be subject to review and change as service requirements change.

Identify and undertake as required development projects for the service, working with other departments as required.

Executive Assistant

To work closely with the CEO and Deputy CEO, across all aspects of their work to ensure a complete understanding of their workload. This will include drafting letters, emails, managing complaints, preparing reports and presentations, and co-ordinating responses with minimum supervision and guidance. Manage electronic diaries, emails, day-to-day telephone queries, and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.

Use initiative in all areas of work in the absence of or on behalf of the CEO and ensure they are kept informed. This involves prioritising and problem-solving skills and a well-developed ability to relate absorbed knowledge to new emerging problems without guidance.

Ensure that critical issues are brought to the CEO’s attention in a timely manner, ensuring that only appropriate queries are passed on and that the most appropriate people deal with others effectively.

Ensure that the CEO and Deputy CEO are aware of appointments and that all relevant documents are prepared for each meeting and travel arrangements/accommodation are in place.

Establish, develop, and maintain links with key stakeholders including the Department of Health, NHSE, Government Office, MPs, and the wider board.

Administer and co-ordinate high-level meetings as required including Senior Management Committee (SMC) and the Executive Team meeting, ensuring that papers are distributed within set deadlines and actions are progressed and completed. Attend and take notes/actions as required.

Alongside other members of the Executive Assistants, be the first point of contact for visitors to the department in person or by telephone. Communicate with tact, understanding, and discretion.

Provide full comprehensive and seamless cover for all duties of the Executive Assistant responsible for supporting the Chair in their absence.

Supervision/Managing the Trust Administration Function

Supervise all Executive Assistants within the team ensuring that work is appropriately prioritised, carried out effectively, and on time. Overall management responsibility will be with the Director of Workforce.

Provide support and direction to the team, ensuring clear communication of policy, business objectives, and agreed targets.

Foster a culture of mutual support and teamwork across the portfolio to ensure work is equitably allocated. Regularly assess existing posts within the team, making changes when necessary to assure levels of service and implement ongoing efficient ways of working.

Oversee training requirements of staff within areas of responsibility, proactively looking for opportunities to enhance the team’s knowledge and skill base. Ensure all new starters are inducted accordingly and supported to meet required levels of competence and confidence.

Implement Trust strategy and policy for HR management and development including recruitment and selection, managing attendance and absence, discipline, and grievance.

To ensure that the office is covered between core hours on site utilising appropriate rotas for team members.

Support the Trust in the effective monitoring and use of resources, e.g. staff, premises, equipment, supplies, and materials ensuring that costs and waste are kept to a minimum.

Develop and maintain systems and processes to promote, monitor, and maintain a healthy, safe, and secure working environment, ensuring compliance with legal and regulatory requirements, maintaining accurate documentation and reporting any concerns.

Governance

Develop and maintain systems and processes to establish and maintain effective communication and confidentiality of information.

Ensure compliance with Trust policies, procedures, and guidelines for self and others by taking action/alerting senior management if practice contravenes policy or if concerned about any aspect of patient care.

Person specification

Qualifications & Experience

Essential criteria

• Post Graduate Degree or equivalent experience in related subject and/or environment
• Experience of working within a business administrative function.
• Experience of working to provide EA support for all levels of an organisation including Board members
• Experience of leading and/or being involved in service improvements and organisational change projects
• Experience of developing and implementing standardised ways of working
• Experience of working closely with senior colleagues on confidential and sensitive activities

Desirable criteria

• Supervisory experience including the managing of HR and performance issues.
• Excellent typing/word processing skills and/or OCR/Text production and word processing level 3 or Advanced ECDL or equivalent.
• Experience of managing conflict
• Knowledge of understanding functionalities of digital solutions appropriate to the business administrative environment
• Experience of working within an NHS organisation
• Experience of setting up and managing performance monitoring systems

Circumstances

Essential criteria

• Able to be mobile across the organisation and other locations
• Ability to work flexibly with occasional need to work unsocial hours
• On-site working is required for the full working hours of this post

Values and Behaviours

Essential criteria

• Must demonstrate the Trust’s values
• Recognition of the importance of showing respect, dignity, and compassion to patients and colleagues
• A commitment to work together to create the best outcomes
• A commitment to quality and safety
• A listening and learning approach

Skills

Essential criteria

• Excellent skills in use of Microsoft Office (including Outlook, Word, Excel, and Powerpoint)
• Ability to write, develop, consult, interpret, review, and amend complex information.
• Ability to organise and prioritise work to meet deadlines whilst managing a number of conflicting requirements in a professional manner.
• Self-motivated with an ability to work accurately under pressure without supervision and direction.
• Flexible responsive approach to work
• Ability to implement and manage change.
• Ability to make appropriate informed decisions and respond and act on constructive feedback
• Ability to take notes at meetings and produce accurate, grammatically correct comprehensive minutes.
• Ability to supervise and motivate people leading by example and holding people to account.
• Ability to work as part of an effective team.
• Ability to communicate effectively with individuals at all levels across all agencies.

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued, and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian, and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance, and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following the interview your previous NHS employment data, if applicable will be transferred from your current/most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job Description & Person Specification (PDF, 224.4KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)

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