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SWFT Clinical Services Ltd

Executive Assistant

The closing date is 02 July 2025

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Job summary

We are seeking a capable, dynamic, organised person to provide diary management and executive support to our Chief Executive Officer. The Company has experienced rapid change and growth over the last nine months with a new leadership team in place. This is an exciting time for a flexible energetic individual to join the team who demonstrates our company values of progressive, supportive and diverse. This role will have opportunity for personal development and learning new skills. Essential skills and experience include:

  • A can do, flexible and pro-active attitude

  • Confident communicating with colleagues and stakeholders

  • A sound knowledge of the English language
  • Excellent time keeping, time management and organisational skills

  • Proven experience in an administration/executive support role

  • Good telephone manner and empathy

  • Excellent attention to detail and accuracy in record-keeping

  • Proficiency in Microsoft Office Suite, particularly Word and Teams and other software.

This role is based at our offices in Warwick Hospital with a hybrid working pattern so that you are based in the office two-three days per week, ideally to suit the Chief Executive's requirements.

Main duties of the job

The role will also support the Company Secretary with the servicing of the Board and its Committees and other related matters.

This role requires an individual with excellent organisational skills, a proactive mindset, and the ability to manage multiple tasks while maintaining discretion and professionalism.

Your ability to anticipate needs and handle confidential matters with discretion will allow the CEO to focus on critical strategic priorities, while you will also be a key point of contact for internal and external stakeholders.

The role will support the CEO (this will include some support to the Chair and other Directors as required) and support to the Company Secretary.

The job description provides more information.

About us

SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The Company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford-upon-Avon, George Eliot, University Hospital of Coventry and Warwickshire and St. Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford-upon-Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.

Subject to the Company and individual's performance, an annual discretionary bonus will be awarded.

There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.

A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.

There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.

Details

Date posted

11 June 2025

Pay scheme

Other

Salary

£29,880 to £32,765 a year

Contract

Permanent

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

B0374-25-0035

Job locations

2nd Floor Management Corridor

Warwick Hospital, Lakin Road

Warwick

Warwickshire

CV34 5BW


Job description

Job responsibilities

What you will be doing:

A. Support to the CEO (this will include some support to the Chair and other Directors as required)

Administrative support: Provide comprehensive administrative support, anticipating needs and ensuring smooth operations for the CEO. Manage the CEOs daily calendar, scheduling meetings, calls and travel arrangements, ensuring seamless coordination of time and priorities. Manage the Chairs calendar, liaising regarding their availability.

Communication liaison: Act as the first point of contact between the CEO and internal/external stakeholders. Manage correspondence, draft letters, and handle day-to-day queries with minimal supervision.

Meeting management: Prepare agendas, compile briefing materials, and handle follow-up tasks for meetings involving the CEO, ensuring they are well prepared for engagements. Proactively organise and manage diaries, meetings, and appointments, handlingreschedules and cancellations. Maintain databases, produce reports, and track progress on action items from meetings. Attend meetings, take minutes and update action registers. Liaise with team/committee members regarding their reports.

Manage the room booking system for clients and organise meetings and events, including invitations, venue bookings, and speaker arrangements.

Information management: Organise and maintain sensitive and confidential files, documents, and reports. Handle information flows between the CEO and the broader leadership team. Manage staff leave records and respond to Freedom of Information (FOI) requests.

Executive Reporting: Prepare executive summaries, presentations, and reports for leadership meetings, board reviews and company-wide communications.

Collaboration with Executive Leadership Team: support to prioritise the CEOs workload, aligning on critical company initiatives, high-level communications, and special projects.

B. Support to the Company Secretary

Support the Company Secretary in the administration of the Board and its Committees including booking venues, preparation of agendas and papers, formatting of reports, and pursuing actions with colleagues following the meeting.

Maintain the Board and Committee calendar of meetings and schedules of business.

Oversee the processes for both the annual declaration of Directors interests and gifts & hospitality and the same declarations for staff.

Support the Company Secretary in ensuring that all Director/NEDs appraisals are up to date.

C. Business Support

Support internal communications such as team briefings and newsletters.

Support the CEO in purchasing and procurement of goods and services, ensuring compliance with financial guidelines.

Assist with marketing and business development, including recruitment and promotional activities.

D. General Responsibilities

Provide short-term cover for colleagues during periods of leave.

Ensure health and safety compliance and actively engage in personal development activities.

Participate in appraisals and work towards achieving set objectives.

Promote continuous improvement within the team and enhance customer care through learning from feedback and incidents.

Job description

Job responsibilities

What you will be doing:

A. Support to the CEO (this will include some support to the Chair and other Directors as required)

Administrative support: Provide comprehensive administrative support, anticipating needs and ensuring smooth operations for the CEO. Manage the CEOs daily calendar, scheduling meetings, calls and travel arrangements, ensuring seamless coordination of time and priorities. Manage the Chairs calendar, liaising regarding their availability.

Communication liaison: Act as the first point of contact between the CEO and internal/external stakeholders. Manage correspondence, draft letters, and handle day-to-day queries with minimal supervision.

Meeting management: Prepare agendas, compile briefing materials, and handle follow-up tasks for meetings involving the CEO, ensuring they are well prepared for engagements. Proactively organise and manage diaries, meetings, and appointments, handlingreschedules and cancellations. Maintain databases, produce reports, and track progress on action items from meetings. Attend meetings, take minutes and update action registers. Liaise with team/committee members regarding their reports.

Manage the room booking system for clients and organise meetings and events, including invitations, venue bookings, and speaker arrangements.

Information management: Organise and maintain sensitive and confidential files, documents, and reports. Handle information flows between the CEO and the broader leadership team. Manage staff leave records and respond to Freedom of Information (FOI) requests.

Executive Reporting: Prepare executive summaries, presentations, and reports for leadership meetings, board reviews and company-wide communications.

Collaboration with Executive Leadership Team: support to prioritise the CEOs workload, aligning on critical company initiatives, high-level communications, and special projects.

B. Support to the Company Secretary

Support the Company Secretary in the administration of the Board and its Committees including booking venues, preparation of agendas and papers, formatting of reports, and pursuing actions with colleagues following the meeting.

Maintain the Board and Committee calendar of meetings and schedules of business.

Oversee the processes for both the annual declaration of Directors interests and gifts & hospitality and the same declarations for staff.

Support the Company Secretary in ensuring that all Director/NEDs appraisals are up to date.

C. Business Support

Support internal communications such as team briefings and newsletters.

Support the CEO in purchasing and procurement of goods and services, ensuring compliance with financial guidelines.

Assist with marketing and business development, including recruitment and promotional activities.

D. General Responsibilities

Provide short-term cover for colleagues during periods of leave.

Ensure health and safety compliance and actively engage in personal development activities.

Participate in appraisals and work towards achieving set objectives.

Promote continuous improvement within the team and enhance customer care through learning from feedback and incidents.

Person Specification

Experience

Essential

  • The successful candidate should have these skills:
  • - Advanced studies and experience supporting a CEO and/or executives, ideally within a fast-paced environment
  • - Flexible approach
  • - Exceptional organisation skills and strong attention to detail
  • - Strong verbal and written communication skills with a high standard of written English
  • - GCSE grade A to C in English and Maths
  • - Proficiency in Microsoft Office Suite, in particular Outlook and Teams
  • - Experience in managing confidential information
  • - Problem-solving skills and ability to work under pressure
  • Personal attributes:
  • - Proactive, resourceful, and adaptable with a strong sense of initiative
  • - High energy and assertive
  • - Ability to anticipate the needs of the CEO and prioritise tasks accordingly
  • - Collaborative team player with excellent interpersonal skills, working well alongside senior leadership
  • - Ability to quickly learn new tools and software.

Qualifications

Essential

  • GCSE grade A to C in English and Maths.
  • Advanced studies and experience supporting a Chief Executive Officer and/or executives, ideally within a fast-paced environment.
Person Specification

Experience

Essential

  • The successful candidate should have these skills:
  • - Advanced studies and experience supporting a CEO and/or executives, ideally within a fast-paced environment
  • - Flexible approach
  • - Exceptional organisation skills and strong attention to detail
  • - Strong verbal and written communication skills with a high standard of written English
  • - GCSE grade A to C in English and Maths
  • - Proficiency in Microsoft Office Suite, in particular Outlook and Teams
  • - Experience in managing confidential information
  • - Problem-solving skills and ability to work under pressure
  • Personal attributes:
  • - Proactive, resourceful, and adaptable with a strong sense of initiative
  • - High energy and assertive
  • - Ability to anticipate the needs of the CEO and prioritise tasks accordingly
  • - Collaborative team player with excellent interpersonal skills, working well alongside senior leadership
  • - Ability to quickly learn new tools and software.

Qualifications

Essential

  • GCSE grade A to C in English and Maths.
  • Advanced studies and experience supporting a Chief Executive Officer and/or executives, ideally within a fast-paced environment.

Disclosure and Barring Service Check

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.

Employer details

Employer name

SWFT Clinical Services Ltd

Address

2nd Floor Management Corridor

Warwick Hospital, Lakin Road

Warwick

Warwickshire

CV34 5BW


Employer's website

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)

Employer details

Employer name

SWFT Clinical Services Ltd

Address

2nd Floor Management Corridor

Warwick Hospital, Lakin Road

Warwick

Warwickshire

CV34 5BW


Employer's website

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Chief Executive

Renchu Hesketh

renchu.hesketh@swft.nhs.uk

Details

Date posted

11 June 2025

Pay scheme

Other

Salary

£29,880 to £32,765 a year

Contract

Permanent

Working pattern

Full-time, Flexible working, Home or remote working

Reference number

B0374-25-0035

Job locations

2nd Floor Management Corridor

Warwick Hospital, Lakin Road

Warwick

Warwickshire

CV34 5BW


Supporting documents

Privacy notice

SWFT Clinical Services Ltd's privacy notice (opens in a new tab)