Job summary
A great opportunity has arisen for an experienced and confident Executive Assistant to join our team and provide office/business support to our Executive Directorate.
The role is highly varied and challenging but also rewarding. You will manage the day to day running of our Executive Directorate, liaising with members of the Trust Board, leaders and colleagues across the organisation as well as a number of regional and national teams. You will be able to effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. On a personal level, the ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.
You should already have significant demonstrable experience working as an Executive Assistant or equivalent role supporting Senior Manager or Board level teams . You will be able to demonstrate advanced office skills using a variety of software including Word, Excel and PowerPoint.
In return for your enthusiasm and commitment we will provide you with a tailored support & development package.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To support the Executive Director to deliver their role within the corporate agenda of the Trust. To provide an effective, comprehensive and confidential range of business support to ensure the smooth running of the Director's function/responsibilities.
You will manage the day to day running of an Executive Director's office liaising with members of the Trust Board, Trades Unions, leaders and colleagues across the organisation as well as a number of regional and national teams and stakeholders. In addition, you will be required to work within the structure of the Executive Assistant team whilst effectively communicating with the wider PA function across the Trust to ensure that cross discipline communication is effective to further enhance the Executive Directors oversight.
To create and maintain effective working relationships at all levels, internal and external to the Trust establishing a strong professional network.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
The post holder will undertake a range of responsibilities including, but not exclusively.
- Providing efficient and high quality confidential and comprehensive support to the Executive Director for all designated projects and day to day functionality.
- Close working relations within the Executive and Senior Management Team (SMT) to ensure all matters are dealt with and delivered in an efficient and timely manner.
- Take the lead in reviewing agendas for critical key meetings, reviewing all papers to ensure that they are sourced, conclusive and submitted in a timely manner in line with the Trusts corporate calendar. Meet with senior managers and line managers, as appropriate, to coordinate reports and information required.
- Assist the Executive Director in managing their direct reports by taking responsibility to ensure annual leave and absences are recorded and coordinated, scheduling regular work flow meetings and coordinating subsequent output, booking development reviews and monitoring training requirements as set out within the Trusts mandatory training policy.
- Provide additional support for the Executive Director during periods of absence, ensuring identified forward planned actions and time sensitive requirements are completed by delegated leads. Taking the lead on email communication to ensure that a comprehensive review and action of urgent incoming matters is undertaken.
- Support the Director with major business projects by leading the coordination of all meetings, provide point of contact for all key stakeholders (external and internal), manage process and implementation of key activities. Identify critical activities for the Executive Director and ensure these are delivered on time with the relevant quality and accuracy of information.
- To source, extract and analyse management information from various sources as requested. This includes report preparation, formatting and proof reading on behalf of the Director, based on an analysis of data and preparing summaries of complex national reports and policy documents.
- Providing a communication link for the Director initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues and, when appropriate, delegating tasks to other team members for appropriate actions. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is noted and subsequent actions are seen through to fruition. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Familiarise yourself with matters of importance within the area of specialty for the Executive Director and ensure that forward work programmes are drawn up and distributed for key meetings, whilst preparing cohesive agendas and collate all relevant paperwork.
- To accurately prepare presentations, letters and other correspondence using the Microsoft suite of packages and the internet/intranet to the highest standard and within agreed deadlines using the Trusts corporate branding.
- To monitor, open and action all emails addressed to the Director, using own judgement and initiative to progress any issues, bringing urgent or contentious matters to the Directors attention or their deputy at the earliest convenience.
- Using own judgement to compose emails and letters on behalf of the Executive Director, seeking approval of the wording where appropriate.
- Respond to internal queries, correspondence and telephone calls coming into the office, in a timely and professional manner.
- The corporate administration function does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to meeting deadlines.
- Expertise within specialism, underpinned by practical experience knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience to degree level or equivalent.
- To facilitate recruitment processes for the Executive Director in relation to direct reports and wider VSM vacancies, to include vacancy advertising, shortlisting, interview co-ordination and onboarding oversight.
Job description
Job responsibilities
The post holder will undertake a range of responsibilities including, but not exclusively.
- Providing efficient and high quality confidential and comprehensive support to the Executive Director for all designated projects and day to day functionality.
- Close working relations within the Executive and Senior Management Team (SMT) to ensure all matters are dealt with and delivered in an efficient and timely manner.
- Take the lead in reviewing agendas for critical key meetings, reviewing all papers to ensure that they are sourced, conclusive and submitted in a timely manner in line with the Trusts corporate calendar. Meet with senior managers and line managers, as appropriate, to coordinate reports and information required.
- Assist the Executive Director in managing their direct reports by taking responsibility to ensure annual leave and absences are recorded and coordinated, scheduling regular work flow meetings and coordinating subsequent output, booking development reviews and monitoring training requirements as set out within the Trusts mandatory training policy.
- Provide additional support for the Executive Director during periods of absence, ensuring identified forward planned actions and time sensitive requirements are completed by delegated leads. Taking the lead on email communication to ensure that a comprehensive review and action of urgent incoming matters is undertaken.
- Support the Director with major business projects by leading the coordination of all meetings, provide point of contact for all key stakeholders (external and internal), manage process and implementation of key activities. Identify critical activities for the Executive Director and ensure these are delivered on time with the relevant quality and accuracy of information.
- To source, extract and analyse management information from various sources as requested. This includes report preparation, formatting and proof reading on behalf of the Director, based on an analysis of data and preparing summaries of complex national reports and policy documents.
- Providing a communication link for the Director initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues and, when appropriate, delegating tasks to other team members for appropriate actions. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is noted and subsequent actions are seen through to fruition. Assisting in the compilation and production of reports for the various Committees and meetings across the Trust.
- Familiarise yourself with matters of importance within the area of specialty for the Executive Director and ensure that forward work programmes are drawn up and distributed for key meetings, whilst preparing cohesive agendas and collate all relevant paperwork.
- To accurately prepare presentations, letters and other correspondence using the Microsoft suite of packages and the internet/intranet to the highest standard and within agreed deadlines using the Trusts corporate branding.
- To monitor, open and action all emails addressed to the Director, using own judgement and initiative to progress any issues, bringing urgent or contentious matters to the Directors attention or their deputy at the earliest convenience.
- Using own judgement to compose emails and letters on behalf of the Executive Director, seeking approval of the wording where appropriate.
- Respond to internal queries, correspondence and telephone calls coming into the office, in a timely and professional manner.
- The corporate administration function does not observe rigid working hours and the post holder is expected to demonstrate flexibility in their working arrangement and resourcefulness in their approach to meeting deadlines.
- Expertise within specialism, underpinned by practical experience knowledge of the full range of administrative and organisational policies and procedures, acquired through training and relevant experience to degree level or equivalent.
- To facilitate recruitment processes for the Executive Director in relation to direct reports and wider VSM vacancies, to include vacancy advertising, shortlisting, interview co-ordination and onboarding oversight.
Person Specification
Qualifications
Essential
- Degree or equivalent demonstrable experience
- RSA 3 in Word Processing or equivalent
Knowledge and Experience
Essential
- Proven relevant PA/demonstrable secretarial experience at Board level
- Extensive proven knowledge and demonstrable experience of IT systems including Microsoft applications (Outlook, Word, Excel, Access and PowerPoint)
- Comprehensive understanding of office procedures
- Minute taking
Disposition/Attitude/Motivation
Essential
- Proactive, takes own initiative
- Takes pride in the quality of their work and shows attention to detail
- Posses a sense of humour whilst working within a busy environment
- Enthusiastic
- Assertive and Confident
- Flexible approach to work
Aptitude and Abilities
Essential
- Effective Communication and interpersonal skills
- Ability to organise and prioritise workload and act on own initiative
- Maintains confidentiality
- Ability to work work well within a busy environment and to specified deadlines
- Articulate
- Attention to Detail
- Ability to work as part of a team
Person Specification
Qualifications
Essential
- Degree or equivalent demonstrable experience
- RSA 3 in Word Processing or equivalent
Knowledge and Experience
Essential
- Proven relevant PA/demonstrable secretarial experience at Board level
- Extensive proven knowledge and demonstrable experience of IT systems including Microsoft applications (Outlook, Word, Excel, Access and PowerPoint)
- Comprehensive understanding of office procedures
- Minute taking
Disposition/Attitude/Motivation
Essential
- Proactive, takes own initiative
- Takes pride in the quality of their work and shows attention to detail
- Posses a sense of humour whilst working within a busy environment
- Enthusiastic
- Assertive and Confident
- Flexible approach to work
Aptitude and Abilities
Essential
- Effective Communication and interpersonal skills
- Ability to organise and prioritise workload and act on own initiative
- Maintains confidentiality
- Ability to work work well within a busy environment and to specified deadlines
- Articulate
- Attention to Detail
- Ability to work as part of a team
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).
