Reporting to the Chief Operating Officer (COO), this role will take responsibility for delivering a comprehensive and effective office management service. You will ensure that the COO’s office operates smoothly and effectively and that the Director team are appropriately supported and assisted.
This post requires a high degree of autonomy and a self-starter 'can do’ attitude. You will be expected to use your initiative to solve problems. You will be an excellent communicator and be confident and comfortable in dealing with senior people and their offices.
Key activities will include:
- Supporting the COO and Director team in leading NHS SC to deliver its strategic objectives to time and budget
- Lead the scope and delivery of colleague and line manager self-service administration activities, including travel arrangements, room bookings etc.
- Providing strategic and timely guidance to the COO by having oversight of significant and critical projects
- Informing and providing advice to the Director team on matters arising in the COO’s absence
- Line management of a team of Executive Assistants
- Responsible for leading the planning and preparation of Director Team meetings: planning agendas, complex/sensitive reports, business cases, etc.
- Responsible for taking and transcribing minutes to a high standard & drafting correspondence
- Prepare briefings/reports/submissions/Board papers/presentations on strategic and tactical issues & manage the contract sign-off process
- Ensure press enquiries are handled sensitively and passed on as required
- Frequent indirect exposure to dissatisfied stakeholders/clients & dealing with complaints
- Maintaining a good rapport with senior civil servants primarily, the office of the Secretary of State for Health and Social Care, Minister of Health and Social Care, Director General of Commercial, Director General of Finance Group Operations, Director General of the Government Commercial Function, various non-Director and Directors in NHS Improvement
- Lead the input in the group level risk register
- Manage and respond to Parliamentary Questions and Freedom Of Information requests, promptly and accurately.
- Keep up to date with developments in their field and will strive to make process improvements
The successful candidate will have the following:
- Substantial experience in leading the support office of an executive at director level
- Significant experience of office management
- Previous line management experience
- Excellent oral, written communication and presentation skills with demonstrable experience in drafting statements, letters and other documents for Directors
- Proven ability to maintain confidentiality and to use discretion, sound judgement and tact in dealing with sensitive issues
- Experience of working within a dynamic and complex environment
- Experience in working in either the Public or Health Sector (desirable)
- Educated to degree level or equivalent
Capabilities & Behaviours:
- Effective stakeholder management and engagement at all levels, both internally and externally
- Well-developed relationship management and interpersonal skills.
- Strong organisation skills.
- Excellent oral and written communication skills
- Ability to influence at Director level
- Ability to work under immense pressure with tight deadlights and varying workload
- Ability to achieve results through being direct and tactful
- Influential Communicator
- Office Management
- Executive Team
- Senior Stakeholder Management
- People Management
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