Executive Personal Assistant

Job description

Job responsibilities

To provide a full and comprehensive service to the Executive Team, covering all aspects of secretarial, administrative and organisational support. To assist in the overall development of the service to ensure it operates efficiently and effectively.

Work with other members of the team to track progress on given tasks and projects to ensure deadlines are met.

To organise and plan the workload, diary and commitments (including all travel and accommodation requirements as necessary), including the scheduling of formal and complex meetings, ensuring deadlines are achieved and flow of workload.

To source and gather all relevant information in order to prioritise workload and manage demands on the Executive diaries, based on a sound knowledge of the priorities and deadlines involved.

To facilitate effective liaison with people at all levels, both internally and externally.

To co-ordinate and facilitate meetings, including producing agendas and papers as required. Minute taking will occasionally be required. Distribution of papers as appropriate, ensuring any actions are undertaken and follow-up as required. Ensure relevant equipment is available and set up for meetings, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.

To provide a comprehensive EA/secretarial/administrative service, including accurate note-taking, audio and copy typing, and professional presentation of a range of correspondence, reports, etc, for internal and external use, often to tight deadlines. This will include the formatting of reports and presentations using various office software programmes (e.g. Excel, Powerpoint, etc) as required.

To deal with correspondence, as directed by the Executives by drafting responses where appropriate without the need for referral. This requires a good working knowledge of the organisation and the ability, knowledge and confidence to respond to high level requests for information or advice on a range of topics and to a variety of senior level contacts and external stakeholders.

To act as the first point of contact for the Executive, ensuring that a professional image is maintained and a helpful and efficient service is provided at all times to all internal and external contacts, and in all personal dealings with colleagues and others in the course of work.

To provide a professional, supportive and helpful information and advice service as commensurate with the post.

To undertake specific pieces of work, projects or other reasonable duties, as agreed with an on behalf of the Executive.

To work proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed in a timely way.

To assist in the administration of staffing related matters as appropriate within the Directorate, including recruitment processes, completion of returns, annual leave, co-ordination of staff meetings, arrangements of appraisal meetings for staff reporting to the Executive.

Person Specification

Qualifications

Essential

• Education to a degree level in a relevant subject or relevant experience

Desirable

• Attendance on an Executive Secretarial or equivalent course
• ECDL

Experience

Essential

• Knowledge of NHS or complex organisations
• Experience of working at Personal Assistant preferable at Director level
• Experience of taking formal minutes preferable at Board level

Desirable

• At least 3 years' experience at Personal Assistant level
• Awareness of NHS policies and procedures

Skills

Essential

• High level of IT competency, including Microsoft Office, virtual meetings software and the understanding of other software packages
• Good written and communication skills
• Good people management skills
• Diplomacy
• Ability to prioritise work effectively, make decisions where necessary and work autonomously
• Calm demeanour
• Ability to remain professional in a busy office environment

Knowledge

Essential

• Excellent knowledge of a business organisation

Desirable

• Good knowledge of current systems and processes within an NHS Hospital

Personal qualities

Essential

• To exemplify the Trust Values: Friendly - patients, colleagues, public are always put at ease and made welcome. Excellence - ensure the care we deliver has great outcomes for patients. Caring - put the patient first and be considerate of their needs. Professional - apply high professional standards to your role. Respect - for patients and each other

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.

Certificate of Sponsorship

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

Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust

Address

The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT

Oswestry

SY10 7AG

Employer's website

https://www.rjah.nhs.uk/ (Opens in a new tab)