Executive Assistant to Director

Job description

Job responsibilities

Please read the full job description attached for a comprehensive description of the role. However, key duties include:

• To provide full personal assistant and secretarial support to the Executive Director.

To produce letters, reports and presentation slides using a wide range of Microsoft applications including Word, Excel, Access, PowerPoint, email and any other secretarial duties as required.

To manage multiple complex diaries adjusting plans which impact across the area and beyond being mindful of the impact on other areas. Duties include arranging appointments, meetings, prioritising meeting requests based on the needs of the caller and the workload priorities and commitments of the Executive Director

To organise formal and informal meetings, compilation of agendas, action trackers, appropriate papers and minutes ensuring deadlines are achieved, particularly the Executive Led Groups.

To manage the bookings for the various conference/tutorial rooms ensuring the appropriate equipment is available and maintained, as well as to arrange catering when necessary.

To provide a first point of contact across the spectrum of the Executive Directors agenda and to prioritise/manage/delegate key issues as appropriate to ensure the efficient operational running of the portfolio, in collaboration with associated Trust staff, with the freedom to act appropriately to any given situation guided by Trust policies and procedures.

To ensure representation on behalf of the Executive Director for the interests of their portfolio at meetings and on other occasions when necessary.

To communicate confidential and/or sensitive information concerning any such issue arising in or from the portfolio, in a professional and discrete manner to all appropriate parties, including patients, public, staff and outside parties.

To establish and maintain prompt, effective contact and communication with internal and external stakeholders, in all matters relating to the portfolio and associated endeavours of the Trust.

To execute and manage prompt, effective verbal and written communication / queries in a confidential, professional and sensitive manner, preparing any draft responses as necessary.

To manage any verbal or written complaint and diffuse volatile situations using tact, discretion and empathy, dealing with sensitive and contentious personal information with appropriate advice and guidance.

To initiate and prioritise all necessary actions / emails arising from communication with any party, including further communication or discussion with relevant staff as appropriate.

To ensure the prompt distribution of correspondence, information, circulars and development bulletins, both internally and externally.

To assist in the preparation of documents, other reports and work for publication and presentations.

Ensure the Executive Directors are fully briefed on complex events and scenarios as they arise, determining the priority of the issue and as necessary obtaining and collating the information needed to enable the Executive Director to make an informed decision.

In the absence of the relevant Director, escalate any urgent/sensitive situations to the appropriate person.

Person Specification

Qualifications

Essential

• Degree level of education or relevant experience
• Evidence of personal and professional development

Desirable

• RSA3/equivalent or formal secretarial qualification

Experience

Essential

• Experience in managing resources and stock
• Experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes, agendas and full meeting support.
• Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust
• Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures

Desirable

• Experience of managing or supervising staff

Knowledge

Essential

• Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook

Skills

Essential

• Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations.
• Ability to seek, analyse and evaluate information
• Ability to maintain accurate filing/documentation systems
• Possession of strong organisational skills being able to manage multiple competing priorities and work to tight and/or unexpected deadlines
• Have a well planned, organised and systematic approach to tasks
• Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust.
• Have a high attention to detail and excellent accuracy
• Able to take initiative and use own judgement in anticipating and dealing with queries
• Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service

Other

Essential

• Ability and willingness to undergo further training as required

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

Liverpool University Hospitals NHS Foundation Trust

Address

Royal

Mount Vernon Street

Liverpool

L7 8YE

Employer's website

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