Job summary
To provide high quality business support and a highly professional, comprehensive and efficient Executive Assistant service to the office of the Chief Operating Officer.
Main duties of the job
To work at a senior level, exhibiting high levels of professionalism, personal resilience, and effectiveness to ensure that the office of Chief Operating Officer functions effectively and maintains strong relationships across senior stakeholders both inside and outside of the organisation.
Key attributes of the post holder include good judgement, discretion, diplomacy, calmness under pressure and a friendly, approachable style.
To work in highly professional manner, maintain confidentiality and show tact and diplomacy; always being mindful of the reputation of the Trust when managing highly sensitive and complex communications and issues.
To manage a complex, fast-paced and diverse workload efficiently and effectively, meeting tight deadlines.
To act as the accountable lead for administrative support within the office of the Chief Operating Officer. Provide professional guidance and ad hoc support to the Personal Assistant to the Deputy Chief Operating Officer and Director of Planned Care.
To support defined projects with a primary focus on delivering to key targets across agreed parameters, supporting the overall Trust strategy.
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 11000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on 18th October 2023.
Interviews are due to be held on the 27th October 2023.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases alternative working hours will be considered.
We welcome applications from the Armed Forces.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.
This vacancy will close at midnight on 18th October 2023.
Interviews are due to be held on the 27th October 2023.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
- Educated to degree level or NVQ lev el 5 or Equivalent.
- Postgraduate education or equivalent experience.
- Customer Service/Business Admin /ITQ or equivalent professional experience.
Desirable
- Management qualification/equivalent.
- Team leader/management qualification.
- Secretary qualification or equivalent.
Experience
Essential
- Significant experience as PA/Secretary at senior manager/executive/ board director level.
- Experience of organising complex meetings and/or conferences and minute taking.
- Experience of supervising staff/a busy clerical/office environment or reception service.
- Experience in working collaboratively across professions and services.
- Recruitment and Selection of staff.
- Secretarial and /or complex administrative experience.
- Prioritising, planning and organising own and others tasks.
- Experience of dealing with difficult situations and confrontations.
- Data entry experience and documentation.
Desirable
- Senior administrative experience in NHS.
Knowledge
Essential
- Comprehensive understanding of office procedures.
- Confidentiality and data protection processes and procedures.
- Customer service.
- Good working knowledge of office procedures and all Microsoft office packages.
- Awareness of NHS targets and Trust priorities.
- Awareness of anti-discriminatory issues.
Desirable
- Knowledge of the Trust including awareness of priorities.
- Knowledge of Trust information systems.
- Knowledge of Medical Terminology.
Skills
Essential
- Ability to work confidentially, in a discreet manner and with highly sensitive information.
- Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation.
- Excellent and effective communication skills including telephone, email, face to face with the ability to deal tactfully with colleagues and stakeholders.
- Ability to produce accurate and detailed work.
- Ability to manage/work as part of a team.
- Ability to organise and manage own time and others to keep to schedule and deadlines.
- Ability to analyse and present complex data.
- Ability to manage projects.
- Ability to use own initiative and work autonomously.
- Leadership skills.
- Advanced use of MS Office applications (Word, Excel, PowerPoint and TEAMS).
- Developed accurate and speedy typing and key board skills.
- Willing to take on/learn new skills.
- Ability to show attention to detail and accuracy.
- Ability to adapt to rapidly changing circumstances.
- Ability to work under pressure.
- Ability to store and safeguard confidential documents.
- Ability to take minutes to a high standard.
Desirable
- Ability to touch type.
- Ability to work with budgets.
- Ability to requisition general stock.
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
Person Specification
Qualifications
Essential
- Educated to degree level or NVQ lev el 5 or Equivalent.
- Postgraduate education or equivalent experience.
- Customer Service/Business Admin /ITQ or equivalent professional experience.
Desirable
- Management qualification/equivalent.
- Team leader/management qualification.
- Secretary qualification or equivalent.
Experience
Essential
- Significant experience as PA/Secretary at senior manager/executive/ board director level.
- Experience of organising complex meetings and/or conferences and minute taking.
- Experience of supervising staff/a busy clerical/office environment or reception service.
- Experience in working collaboratively across professions and services.
- Recruitment and Selection of staff.
- Secretarial and /or complex administrative experience.
- Prioritising, planning and organising own and others tasks.
- Experience of dealing with difficult situations and confrontations.
- Data entry experience and documentation.
Desirable
- Senior administrative experience in NHS.
Knowledge
Essential
- Comprehensive understanding of office procedures.
- Confidentiality and data protection processes and procedures.
- Customer service.
- Good working knowledge of office procedures and all Microsoft office packages.
- Awareness of NHS targets and Trust priorities.
- Awareness of anti-discriminatory issues.
Desirable
- Knowledge of the Trust including awareness of priorities.
- Knowledge of Trust information systems.
- Knowledge of Medical Terminology.
Skills
Essential
- Ability to work confidentially, in a discreet manner and with highly sensitive information.
- Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation.
- Excellent and effective communication skills including telephone, email, face to face with the ability to deal tactfully with colleagues and stakeholders.
- Ability to produce accurate and detailed work.
- Ability to manage/work as part of a team.
- Ability to organise and manage own time and others to keep to schedule and deadlines.
- Ability to analyse and present complex data.
- Ability to manage projects.
- Ability to use own initiative and work autonomously.
- Leadership skills.
- Advanced use of MS Office applications (Word, Excel, PowerPoint and TEAMS).
- Developed accurate and speedy typing and key board skills.
- Willing to take on/learn new skills.
- Ability to show attention to detail and accuracy.
- Ability to adapt to rapidly changing circumstances.
- Ability to work under pressure.
- Ability to store and safeguard confidential documents.
- Ability to take minutes to a high standard.
Desirable
- Ability to touch type.
- Ability to work with budgets.
- Ability to requisition general stock.
Additional Requirements
Essential
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
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).
Employer details
Employer name
Cambridge University Hospital NHS Foundation Trust
Address
Addenbrookes Hospital - Corporate
Hills Road
Cambridge
CB2 0QQ
Employer's website
https://www.cuh.nhs.uk (Opens in a new tab)