Job summary
An exciting opportunity has arisen within the Executive Support Team, for a pro-active and highly organised Band 5 Executive Assistant to provide a comprehensive administrative service to support members of the Executive Team. This is anticipated to be for up to a twelve month period (*pending recruitment to the permanent position).
The Executive Assistant role has a wide span of responsibility and provide high level time management skills to include the prioritisation of meetings, resolving diary conflicts and the monitoring and management of relevant papers and documentation meaning the time of members of the Executive Team is focused and always maximised.
Main duties of the job
The role is busy, varied and important, working closely with members of the Executive Team to make sure their diaries support their strategic priorities. Key responsibilities include complex diary management to ensure effective use of their time, preparation of presentations, providing briefing papers and ensuring meetings are well prepared and to provide meeting support. It is essential that the postholder undertakes the extensive duties with flexibility, initiative, and enthusiasm, operating as an integral member of staff within the Executive Support Team.
The successful candidate will have previous experience as a PA at executive level and have excellent organisational skills, ability to manage complex and conflicting priorities, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritise workloads and work to deadlines. Excellent communication skills, both written and verbal, are required and the postholder will have the ability to liaise with staff at all levels and work effectively as part of a team.
About us
Here at Velindre University NHS Trust we are extremely proud of the specialist services we provide across the whole of Wales in our cutting-edge Velindre Cancer Centre and ouraward-winning Welsh Blood Service, as well as the expertise of our corporate functions that bring the two divisions together. We are also fortunate to host the NHS Wales Shared Services Partnership and Health Technology Wales and have developed strong partnership working with these expert services.
Formed in 1994, the Trust has a dedicated workforce that continuously strives to apply the key principles of value based healthcare through a wide array of roles. We play a vital role in the communities we support and have ambitious plans for the future to continue to improve the services we deliver. We strive to maintain our core values in everything we do by being; accountable, bold, caring and dynamic, and ensuring the best possible care for our patients and donors.
If you want to work for an organisation that prides itself on making a real difference and offers exciting career opportunities then Velindre University NHS Trust is the place for you.
Visit our website to find out more https://velindre.nhs.wales/
Job description
Job responsibilities
You will be able to find a full Job Description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac.
The role will be based at Trust Headquarters, Nantgarw. This will include a hybrid working arrangement with a typical working week involving 2-3 days office based in Trust HQ and the remainder working remotely.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
This post is available for up to 12 months as either a fixed term appointment or as a secondment. If you are applying for this role as a secondment you will require your line managers agreement prior to submitting an application.
Job description
Job responsibilities
You will be able to find a full Job Description and Person Specification attached within the supporting documents or please click "Apply now" to view in Trac.
The role will be based at Trust Headquarters, Nantgarw. This will include a hybrid working arrangement with a typical working week involving 2-3 days office based in Trust HQ and the remainder working remotely.
The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.
This post is available for up to 12 months as either a fixed term appointment or as a secondment. If you are applying for this role as a secondment you will require your line managers agreement prior to submitting an application.
Person Specification
Qualifications and Knowledge
Essential
- Educated to degree level or evidenced equivalent experience
- Advanced knowledge of MS Office Software Suite
- Ability to produce a high standard of written work
- Knowledge of information systems which includes the ability to operate and manipulate data from a database.
- Thorough understanding of administrative procedures.
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
Desirable
- ECDL qualified or equivalent knowledge
- Shorthand/minute taking qualification
- Experience of formal minute taking
- RSA Stage III (or equivalent)
- ILM level 3 diploma in management
- Level 5 Executive Assistant Diploma
- Evidence of further study and personal development
- Knowledge of VUNHST and the services it delivers
Experience
Essential
- Demonstrable experience of working as an Executive Administration Assistant, Senior Personal Assistant or in a similar role
- Experience of complex diary management
- Experience of dealing with confidential and highly sensitive information and appropriate maintenance and storage of records
- Significant experience of working within a busy and high-profile environment working with complex issues with competing priorities and workloads
- Experience of working and providing support at an Executive/Board level in a high profile/challenging role
- Significant experience in timely collation and compiling of agendas and papers and information to allow reports/presentations to be quality assured, finalised and submitted within required deadlines
Skills and Attributes
Essential
- Highly developed interpersonal, influencing and negotiating skills - proven ability to establish and enhance effective working relationships at all levels
- Analyse information from numerous sources
- Advanced IT/keyboard skills
- Advanced data analysis skills to interrogate interpret and present complex data to meet customer needs
- Ability to work on own initiative and self-manage workload
- Able to organise multi-disciplinary meetings and events internally and externally
- Excellent management and communication skills and knowledge
- Ability to adapt rapidly to a changing complex environment
- Ability to work to deadlines and under pressure
Desirable
- Welsh Speaker (Level 1) or willingness to work towards
Other
Essential
- Willing to seek out learning and development opportunities
- Highly organised, proactive, logical problem solver
- Flexible approach to work
- Self-motivated
- Team player
- Integrity
- Discretion
- Shows empathy and compassion towards others and treats people with dignity and respect
- Shows respect for other's views and appreciate other's inputs and encourage colleagues to display our values
- Motivated to use initiative to recognise problems and seek solutions while understanding the importance of empowering and enabling others
- Friendly and helpful disposition, awareness of how own and other's behaviours impact on people's experiences and the organisation's reputation
Person Specification
Qualifications and Knowledge
Essential
- Educated to degree level or evidenced equivalent experience
- Advanced knowledge of MS Office Software Suite
- Ability to produce a high standard of written work
- Knowledge of information systems which includes the ability to operate and manipulate data from a database.
- Thorough understanding of administrative procedures.
- Awareness of policies and procedures relating to dealing with confidential data both personal and organisational.
Desirable
- ECDL qualified or equivalent knowledge
- Shorthand/minute taking qualification
- Experience of formal minute taking
- RSA Stage III (or equivalent)
- ILM level 3 diploma in management
- Level 5 Executive Assistant Diploma
- Evidence of further study and personal development
- Knowledge of VUNHST and the services it delivers
Experience
Essential
- Demonstrable experience of working as an Executive Administration Assistant, Senior Personal Assistant or in a similar role
- Experience of complex diary management
- Experience of dealing with confidential and highly sensitive information and appropriate maintenance and storage of records
- Significant experience of working within a busy and high-profile environment working with complex issues with competing priorities and workloads
- Experience of working and providing support at an Executive/Board level in a high profile/challenging role
- Significant experience in timely collation and compiling of agendas and papers and information to allow reports/presentations to be quality assured, finalised and submitted within required deadlines
Skills and Attributes
Essential
- Highly developed interpersonal, influencing and negotiating skills - proven ability to establish and enhance effective working relationships at all levels
- Analyse information from numerous sources
- Advanced IT/keyboard skills
- Advanced data analysis skills to interrogate interpret and present complex data to meet customer needs
- Ability to work on own initiative and self-manage workload
- Able to organise multi-disciplinary meetings and events internally and externally
- Excellent management and communication skills and knowledge
- Ability to adapt rapidly to a changing complex environment
- Ability to work to deadlines and under pressure
Desirable
- Welsh Speaker (Level 1) or willingness to work towards
Other
Essential
- Willing to seek out learning and development opportunities
- Highly organised, proactive, logical problem solver
- Flexible approach to work
- Self-motivated
- Team player
- Integrity
- Discretion
- Shows empathy and compassion towards others and treats people with dignity and respect
- Shows respect for other's views and appreciate other's inputs and encourage colleagues to display our values
- Motivated to use initiative to recognise problems and seek solutions while understanding the importance of empowering and enabling others
- Friendly and helpful disposition, awareness of how own and other's behaviours impact on people's experiences and the organisation's reputation
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
