Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

Executive Assistant

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Job summary

We have an exciting opportunity for an Executive Assistant to provide high quality, effective, efficient, confidential secretarial and administrative support to a minimum of 2 Senior Leaders.

The role also assists with the smooth running of the Assurance and Standards Team by providing effective and efficient secretarial services to all Senior Leaders as required.

Candidate should be educated to degree level and have previous experience working as a personal assistant, including formal minute taking and a high level of proficiency with Microsoft Office packages.

The role is suitable for appointment on either a fixed term contract or secondment basis. Applicants should have gained agreement in principle from their line manager prior to applying for a secondment arrangement.

**Banding subject to agenda for change evaluation**

Main duties of the job

The role acts as a point of contact for the Senior Leaders including liaison with external bodies and authorities, and the successful candidate will be able to provide effective communications on complex, confidential or sensitive matters, exercising tact, diplomacy and persuasive/negotiating skills whilst maintaining constructive relationships with internal and external contacts.

About us

The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH)is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.

Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role.We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK).RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham.The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line.We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.

Date posted

24 October 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year pa

Contract

Fixed term

Duration

9 months

Working pattern

Full-time

Reference number

224-PA20230900823-A

Job locations

The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT

Oswestry

SY10 7AG

Job description

Job responsibilities

Intercept emails for the Senior Leaders taking action as necessary and responding in their absence.

Utilising all office systems to ensure the smooth running of the Senior Leaders offices (email, internet, intranet, photocopier, etc). Maintain an effective paper-based and electronic filing system, to ensure information is accurate, secure and up to date for future reference and archive as required.

To communicate and liaise with all levels of staff including Senior Leaders to ensure that information (often complex) is disseminated with discretion.

Provide an expert and wide range of secretarial and administrative support to the Senior Leaders.

Receive and manage incoming correspondence, sifting and prioritising, taking action where appropriate. Dealing with routine responses where appropriate, able to prepare letters from bullet point notes.

Knowledge of, ability to submit and management of information on the Trust Electronics systems (i.e TRAC, Orcale, Post Approval etc.) To provide training and support to colleagues when necessary.

To respond to requests for information from a variety of sources, requiring decision making as appropriate.

Oversight of Senior Leader absence and managing cross cover through peers and deputies.

To prioritise and organise day-to-day management of own workload, to be able to multi-task and plan work for various timescales. Supporting Senior Leaders to manage the multiple demands on their time whilst prioritising incoming work, initiating solutions to issues arising on a day to day basis.

Manage Senior Leaders diaries effectively, scheduling meetings using NHS mail, whilst using independent judgement to prioritise and manage complex appointment requests. Being proactive in confirming meeting arrangements, providing travel/location information in advance.

Operate a bring forward system for meeting papers and other items, using own initiative to be proactive in chasing responses and bringing to the attention of the Senior Leaders.

Facilitate meetings for Senior Leaders, including but not limited to formal Committee meetings, large groups, 1:1s and appraisals. Duties include the booking of venues, equipment and refreshments as appropriate. Collate and disseminate papers, attend meetings to take formal minutes/action notes and follow up any actions ensuring the Senior Leaders have the relevant information. Manage and set meeting schedules for the coming year, according to the respective Terms of Reference

Plan and organise Trusts workshops/programmes for Senior Leaders, this can include booking venues, equipment and refreshments as appropriate. Invite guest speakers and produce delegate information packs when required. Following the event, follow up on feedback and process invoices.

Support Senior Leaders with recruitment by managing the process through the TRAC system, preparing interview packs, liaising with candidates at all stages of the process and scheduling virtual and face-to-face interviews when required.

To research, book and plan Senior Leaders travel and suitable accommodation when required, adhering to the Trusts and departmental budgetary guidelines.

Intercept all calls for the Senior Leaders dealing with enquiries, taking action as necessary and relaying information as appropriate. This includes complaints which can be distressing and emotional.

To draft and ensure completion of financial competition waiver forms as required.

Raise purchase orders on Oracle, aligning to the correct budget codes and ensuring these are receipted within the given timeframe.

Word processing of correspondence, reports, minutes etc. either from shorthand or audio tape

Design and produce documents using all Microsoft packages according to Trust style Guide

To respond positively and flexibly to changing and often urgent demands to ensure the Assurance and Standards Office maintains a professional and responsive function. Use own initiative in all areas of work in the absence of colleagues and immediate Senior Leaders.

Working without supervision and lone working in the office, covering all phone enquires and needs of all Senior Leaders onsite on the specific day.

Work with the Senior Leader to update and revise policies. Ensure all policies applicable to the Senior Leader are current.

To provide support to the Assistant Trust Secretary relating to the Assurance Committees as required, this can include taking minutes and preparing papers.