Job summary
This is a role for a highly organised and committed Senior Personal Assistant who will provide direct support to the assigned Executive Director(s)/Senior Lead(s). This role offers the opportunity to be involved in interesting, complex, and high-profile work across the organisation.
The successful candidate will be responsible for coordinating and managing multiple pressures to allow the Executive Director/Senior Lead to focus on their priorities and maximize their time delivering against their objectives. They will be a highly motivated, proactive and experienced personal assistant willing to grow their networks and build new relationships to deliver expert support. They will also be a team player, with excellent communication skills, representing the trust values and behaviours at all times
Main duties of the job
The postholder will be responsible for supporting the Executive Director(s)/Senior Lead(s) to deliver their various responsibilities across the breadth of their remit. Although this will vary on a day-to-day basis, and with the specifics of the executive portfolio, but such responsibilities will include:
Providing a high standard of personal assistance, secretarial and general administrative support.
Enabling efficient operation of their portfolios whilst always ensuring the utmost professionalism and confidentiality.
Effective planning, organisation and communication skills, including responsibility for pro-active and responsive daily management of diaries, meeting preparation, pre-briefing and follow-up, appropriately responding to emails and phone calls, and other matters as required.
Using initiative and excellent organisation and presentation skills to respond to project and other preparation and planning tasks as required by the Executive Director(s) / Senior Lead(s) in the efficient execution of their role.
About us
Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:
- Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
- Widening access (anchor institution) and employability
- Improving the experience of staff with disability
- Improving the EDI literacy and confidence of trust staff through training and development
- Making equalities mainstream
Job description
Job responsibilities
Part of this fast-paced role will require the post holder to be an effective communication link between a broad range of internal and external stakeholders.
The post holder will be expected to adopt a flexible approach to suit the variable and developing workload within the corporate areas supported.
The post holder will be required to work at all Trust main sites, with flexibility to co-locate with Directors/Senior teams as needed in a fluid way throughout the working week.
The post holder will be required to demonstrate excellent organisational and administrative skills with the ability to work independently using high levels of discretion, judgement and critical analysis while balancing the competing priorities of the Executive Director(s)/Senior Lead(s) that they support.
Effectively balance the competing demands on the time of the Executive Director/Senior Lead that they support and actively provide highly effective and adaptable administrative support tailored to their needs and portfolio.
Expertise and commitment to working and engaging constructively with internal and external stakeholders on a range of issues to ensure the effective engagement of the Executive Director/ Senior lead and organisation/trust.
Present a professional, welcoming and helpful image to staff, other organisations and the public at all times and via all methods of communication.
Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors and their Senior Leads operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with matters and actions liaising with staff, both internal and external.
Nurture key relationships and monitor networks internally and externally.
Develop and maintain close collaboration and co-operation with the wider Executive Team and their Senior Leads, working at all times to achieve set standards.
Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Senior Leads.
Produce correspondence, reports, and complete projects as required to a high standard and to agreed deadlines, with due respect for confidentiality and corporate style.
Job description
Job responsibilities
Part of this fast-paced role will require the post holder to be an effective communication link between a broad range of internal and external stakeholders.
The post holder will be expected to adopt a flexible approach to suit the variable and developing workload within the corporate areas supported.
The post holder will be required to work at all Trust main sites, with flexibility to co-locate with Directors/Senior teams as needed in a fluid way throughout the working week.
The post holder will be required to demonstrate excellent organisational and administrative skills with the ability to work independently using high levels of discretion, judgement and critical analysis while balancing the competing priorities of the Executive Director(s)/Senior Lead(s) that they support.
Effectively balance the competing demands on the time of the Executive Director/Senior Lead that they support and actively provide highly effective and adaptable administrative support tailored to their needs and portfolio.
Expertise and commitment to working and engaging constructively with internal and external stakeholders on a range of issues to ensure the effective engagement of the Executive Director/ Senior lead and organisation/trust.
Present a professional, welcoming and helpful image to staff, other organisations and the public at all times and via all methods of communication.
Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors and their Senior Leads operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with matters and actions liaising with staff, both internal and external.
Nurture key relationships and monitor networks internally and externally.
Develop and maintain close collaboration and co-operation with the wider Executive Team and their Senior Leads, working at all times to achieve set standards.
Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Senior Leads.
Produce correspondence, reports, and complete projects as required to a high standard and to agreed deadlines, with due respect for confidentiality and corporate style.
Person Specification
Qualifications and Training
Essential
- Degree or equivalent experience relevant to this post.
- Recent substantial experience of working as a PA at Director/Deputy level.
- Experience of coordinating multiple tasks with competing demands simultaneously.
- Experience of working to very tight deadlines.
- Experience of servicing and taking minutes at high level Committee meetings.
Experience
Essential
- Advanced knowledge of standard office administrative practices and procedures. Excellent written and verbal communication skills.
- High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority.
- Highly developed problem-solving skills and ability to respond to sudden unexpected demands.
- Excellent organisational abilities and attention to detail.
- Familiarity with AI tools used in administrative settings
- Ability to adapt to new technologies and champion digital solutions within the team.
- Strong judgement in balancing automation with the need for human oversight in sensitive or complex matters
- Ability to provide and receive sensitive or sometimes contentious information.
- Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
- Work proactively with a high degree of autonomy and on own initiative.
Knowledge and Skills
Essential
- Ability to communicate effectively at all levels using e-mail, telephone or face to face
- Ability to deal with confidential and sensitive issues with tact
- Attention to detail and able to see tasks through to completion
- Advanced and accurate keyboard skills for producing reports, spreadsheets and correspondence etc
- Ability to work flexibly to meet the needs of the department
Person Specification
Qualifications and Training
Essential
- Degree or equivalent experience relevant to this post.
- Recent substantial experience of working as a PA at Director/Deputy level.
- Experience of coordinating multiple tasks with competing demands simultaneously.
- Experience of working to very tight deadlines.
- Experience of servicing and taking minutes at high level Committee meetings.
Experience
Essential
- Advanced knowledge of standard office administrative practices and procedures. Excellent written and verbal communication skills.
- High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority.
- Highly developed problem-solving skills and ability to respond to sudden unexpected demands.
- Excellent organisational abilities and attention to detail.
- Familiarity with AI tools used in administrative settings
- Ability to adapt to new technologies and champion digital solutions within the team.
- Strong judgement in balancing automation with the need for human oversight in sensitive or complex matters
- Ability to provide and receive sensitive or sometimes contentious information.
- Skills for communication on complex, matters and difficult situations, requiring persuasion and influence.
- Work proactively with a high degree of autonomy and on own initiative.
Knowledge and Skills
Essential
- Ability to communicate effectively at all levels using e-mail, telephone or face to face
- Ability to deal with confidential and sensitive issues with tact
- Attention to detail and able to see tasks through to completion
- Advanced and accurate keyboard skills for producing reports, spreadsheets and correspondence etc
- Ability to work flexibly to meet the needs of the department
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.
