JOB SUMMARY
The post holder will provide effective, proactive and comprehensive executive administrative support to the Chief Executive and Chair in the performance of their duties; and contribute to the effective and efficient administrative management of the corporate business of the PCC as required. The post holder will act as a conduit between the Chief Executive office and PCC Council and staff/stakeholders.
The post holder will be responsible for the development of Standard Operating procedures within Business Support for all Board and Executive business. They will also highlight for the CEO and Board, issues at a policy level that may be of interest to the Patient and Client Council and deal with highly confidential information on a regular basis.
KEY RESULT AREAS
Service Delivery
* Act as the first point of contact for the Chief Executive, PCC Chair and Members in dealings with the Department, Regional Board, Public Health Agency and Trust officers and other statutory and voluntary organisations. Use initiative to determine importance of work pieces and level of urgency for the CEO and Chair.
* Provide briefings and reports to the Chief Executive and PCC Chair and Members on dealings with the Department, Regional Board, Public Health Agency and Trust officers and other statutory and voluntary organisations. This will include updates on consultation requests and bringing together complex and sensitive information.
* Develop and maintain strategic, corporate documentation including Terms of references for Committees and Standing Orders.
* Manage a wide range of activities in parallel to support the CEO’s and Board’s work, working to
* Responsible and accountable for the smooth and efficient running of the Chief Executive and Chair’s office, including delegating work to administrative and reception staff and training appropriate action on behalf of the Chief Executive and Chair as required.
* To manage all correspondence, emails and other forms of communication in the Chief Executive’s absence, ensuring that correspondence is acknowledged, draft responses developed or forwarded to Senior Management to manage where appropriate. This requires highly developed decision making abilities and an awareness of the impact of issues on the Chief Executive of the PCC.
* Ensure effective management of all activities (inc. diary management) necessary to the operation of the Chief Executive, Chair and Board members (as applicable), ensuring a professional, confident and responsive service at all times. Be responsive to any last minute changes or adjustments in schedules.
* Provide business support to the Chief Executive and Board Chair including undertaking research for the Chief Executive to support them with business priorities, analysing and interpreting a range of complex and confidential information and developing standard operating procedures for the workings of the Board and Committees.
* Manage the corporate secretariat services provided to the Board, its Committees, Executive Management Team and other Senior management forums as required.
* Provide the full servicing of meetings in respect of preparation, logistics, circulation of papers, coordination and minute taking on the day and follow up action as required. This will require you to review all papers in advance and challenge, where necessary, authors to ensure papers are accurate and meet the needs of the PCC.
* Supervise the recording and formal approval of minutes. To take appropriate follow up action and ensure all stakeholders tasked with action provide the necessary reports at subsequent meetings. This includes ensuring action points are recorded and conveyed with the appropriate people including making clear turnaround times and working to tight deadlines.
* To manage the annual schedule of meetings of the Board and its Committees, their planning and organisation and to provide advice to support business being carried out in accordance with the Standing Orders of the Board and Codes of Conduct and Accountability as required.
* Ensure that the PCC Council and its committees comply with standing orders and all associated governance requirements and monitor the adherence to these
* To manage ad-hoc projects in support of the Chief Executive as required utilising excellent planning and project management skills
* To support the Business Support Manager in the governance arrangements for the PCC and PCC Council, including an advisory role on corporate and governance arrangements.
Communication and Collaborative Working
* To communicate, as required, on behalf of the Chief Executive and Chair to a diverse range of stakeholders, including communicating sensitive and/or complex information in a way that is appropriate for the chosen audience while maintaining the meaning and overall direction of the particular message/communication.
* Working with Executive and Non-Executive members to, including Sub-Committees, to contribute to strategic direction of the PCC