Opportunities for permanent roles in a range of business sectors

Personal Assistant to the Senior Management Team (SMT Team PA)

It’s never been a more exciting time to be part of the Eastern AHSN team with the promise of the intersection of health and tech industries and world leading research institutions and universities in the region. This exciting new role is based in Cambridge at the heart of the region where ideas are born and will give the successful candidate a hands-on role in supporting our senior team turn these great ideas into positive health impact.

The role will provide day-to-day administrative support including diary management, triaging of emails, organisation of meetings, minute taking, support for executive reports and presentations and research.

The role would suit an outcomes orientated, highly organised team player who thrives on working in a fast-paced environment and combines a passion for customer service with a focused and disciplined delivery style. The ideal candidate will be a bright, capable person with 5 years’ or more experience of administrative support functions  and a proven track record of delivery

ABOUT EASTERN ACADEMIC HEALTH SCIENCE NETWORK (AHSN)

The Eastern Academic Health Science Network (Eastern AHSN) is one of 15 Academic Health Science Networks (AHSNs) set up and funded by the NHS to spread innovation at pace and scale that will improve health and care and generate economic growth.

The Eastern AHSN is a trusted networker, broker and change agent that brings together the NHS, industry and clinical innovators, academics and scientists, local government and the third sector.  Focusing on the unmet health needs of people in the Eastern region we work in partnership to identify, co-develop, adopt and spread new proven technology and transform services to improve health outcomes for all.

PURPOSE OF ROLE

The SMT Team PA fulfils a critical role in Eastern AHSN, working within a small, but highly focused team, the post holder will deliver effective administrative support to the Senior Management Team and other Board members.  The SMT consists of the Chief Operating Officer, Commercial Director, Chief Clinical Officer (0.6WTE), Head of Communications, Director – Patient Safety, Director of Health Informatics (0.5 WTE) and Head of Finance/Company Secretary (0.8 WTE).

 

KEY RESPONSIBILITIES

This role provides a fantastic opportunity for a dedicated and enthusiastic individual who has experience in senior executive support including managing executive, administrative and developmental tasks. The right individual for this role will need to demonstrate experience in successfully developing and implementing administrative systems and procedures to fully support board members and senior directors.  The post holder will be flexible in terms of growing this role to accommodate the needs of the business.

The role includes

A.        Effective executive and administrative support

  1. Act as the Team PA to seven members of the Senior Management Team (SMT), including but not limited to: managing electronic diaries; arranging and changing appointments, assisting with meeting arrangements, providing papers, handling travel arrangements , preparing expenses claims etc.
  2. Help to manage their busy agendas.  This includes scanning their inboxes regularly, making suggestions for prioritising conflicting events on the same date, arranging events so as to minimise travel on the same day and generally optimise the diary and logistics.
  3. Support the Eastern AHSN’s Events Manager with high profile events, e.g. with direct invitations to guests and follow-ups.
  4. Provide clerical and administrative support to the Company Secretary in relation to liaising with Board members, partners and other associate organisations as required.  Taking telephone calls and dealing with emails for the Chair and other board members using initiative to deal with these calls and messages as necessary.
  5. Manage and develop administrative support for the SMT, regularly reviewing administration requirements to ensure processes and systems continuously support the developing needs of Eastern AHSN.
  6. Develop and maintain effective electronic and paper filing systems for SMT members ensuring that information is kept securely and is accessible as appropriate.
  7. Arrange rooms, prepare agendas, take minutes and distribute notes for internal meetings as requested by members of the SMT
  8. Prepare internal and external corporate documents as requested by members of the SMT
  9. Assist with Board of Directors meetings and all board committee meetings, e.g. creating board packs, meeting and greeting arriving board members, making room and travel reservations etc
  10. Coordinate SMT travel plans and other arrangements as needed.
  11. Obtain VISAs and passports for employees needing to travel abroad.
  12. Cover for other administrative members of staff during absences as required by the COO.
  13. To carry out other appropriate administrative delegated duties as required.

 

B. Team and Staff Management

  1. Works in partnership with colleagues to deliver on Eastern AHSN’s objectives and day to day running of the organisation.
  2. Uses an inclusive, communicative and proactive approach to ensure effective working with organisations and teams across the Eastern AHSN footprint
  3. Works with colleagues to develop and support an innovative and rewarding working environment.

 

C.        Corporate duties

  1. Supports the COO in creating an environment that values risk management and promotes the highest standards of health and safety for the Eastern AHSN’s team, supported by policies and procedures as appropriate.
  2. Supports the COO in facilitating and managing team building, developing a collaborative working environment and a culture of innovation and positive leadership, participating in the appraisal process, as required
  3. Supports the COO in facilitating and ensuring compliance with the current data protection laws and company data protection policy and procedures.
  4. Promotes Equal Opportunities and affirm that staff, colleagues, patients and others who encounter Eastern AHSN are afforded equality of treatment and opportunities. Support the COO in ensuring that an effective and appropriate Equality and Diversity policy is developed and maintained for Eastern AHSN.  All staff will be required to observe Eastern AHSN’s Equality and Diversity policy in every aspect of their work.  They must avoid any behaviour which discriminates against colleagues, potential employees, patients or clients on any grounds.

Given the ongoing changes within the NHS and the developing agenda of the Academic Health Science Networks, this job description provides an overview only of the key initial requirements of the post.  The post holder will be required to commit to flexibility and responsiveness, as the requirements of the post are certain to change over time

 

 

 

Person specification

 

COMPETENCE

ESSENTIAL REQUIREMENTS

Desirable

Qualifications and experience:

At least 5 years’ experience of working as an executive assistant or senior PA within a dynamic environment

Experience of identifying and resolving problems in a timely manner.

Evidence of continuing professional development

Successful track record of delivering good practice in administrative processes

Track record of providing timely and confidential support to the Board

Experience of working with senior level appointments in a complex organisation

Experience of administrative support at senior managements and board level

Experience of project management and ability sufficient to deliver several concurrent projects on time and within budget.

Excellent two-way communicator with the ability to describe Eastern AHSNs employment values to the staff team

Car owner/driver.

Leadership and motivation

Ability to support the senior management team members in sensitive and confidential matters

Ability to combine consistency and tenacity with the requirement for flexibility.

Passionate about people, an organised administrator who expects delivery but also understands and believes in development of the team and the wider organisation if longer term growth objectives are to be met.

 

Knowledge and understanding

Good understanding of the NHS and the role of AHSN’s

Understanding of best practice in administrative process including IT security, GDPR, confidentiality and conflicts of interest

Understanding of working in public and industrial sector structures and business processes to achieve the implementation of transformation and innovations.

Skills

Excellent people and communication skills

Excellent personal organisation skills, including the ability to prioritise, plan, work to tight deadlines and manage a range of complex administrative demands

Excellent interpersonal, written and verbal communication skills.

Confidence in ability to interact with people at all levels

Able to exhibit a high level of confidentiality, tact and diplomacy.

Commitment to a high level of customer service to both internal and external customers

Demonstrable experience of working as part of an effective and supportive team culture 

Good IT skills, including in Outlook, Word, Excel, Power Point and ideally Prezi

Highest level of integrity and proven skills in diplomacy, problem solving, discretion and confidentiality

Operates at pace without compromising judgement and attention to detail

Demonstrable experience of successfully managing events

Appreciation of AV and other technical capabilities to complement efficient and effective stage management of events

Disposition/ Aptitude

Positive mindset characterised by strong optimism and strong intention

Open minded, creative, open to new ways of working constantly looking to innovate and improve the ways in which the team works to be more effective and efficient 

Brings genuine passion for the work and purpose of the NHS and specifically Eastern AHSN

Ability to work flexibly (hours of work and duties) both as an individual and with other colleagues

Actively listens, takes accountability

Fun