Job summary
The Executive Assistant post is a pivotal internal and external facing role, providing all necessary administrative support to the executive directors.
The post holder will provide high level, confidential administrative support, on a wide range of matters as set out below. The post-holder will ensure that the interests of the Trust are represented in a professional manner, and is a suitable ambassador at all times.
The post holder will support the Chief People Officer specifically and other executive directors as required as part of the Corporate and Executive Assistant Team.
Main duties of the job
The Executive Assistant will provide high quality administrative support to the Chief Officer and other executive directors as required. The post holder will manage the Chief Officer's appointments, scheduling of meetings, and organisation of events.
Responsibilities include handling correspondence (email and written), drafting responses, diary management and maintaining confidentiality of sensitive information.
The post holder will prepare meeting documentation, take minutes, and monitor the progress of action items.
They will prioritise a varied workload, coordinate internal and external meetings, and ensure efficient communication within the office and across relevant teams. Additionally, the role involves supporting People and HR-related tasks as required.
A proactive approach and effective organisational skills are essential for delivering high-quality administrative support in a busy executive office.
About us
Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.
Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.
We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex.
We welcome applications for flexible working arrangements, accommodating requests where possible to support our staff and patient needs.
The Trust is committed to equality and welcomes applications from all, regardless of background. Adjustments can be made for disabled candidates. Early application is advised as vacancies may close once sufficient applications are received. If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period.
Some roles may require weekend shifts at multiple sites.
Job description
Job responsibilities
General
Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements, including organising meetings, arranging events, collating appropriate papers and gathering information in advance of specific meetings for Executive Directors.
Receive all incoming mail (paper and electronic), analyse, interpret and delegate to appropriate parties and initiate action, acquiring any necessary background information.
Provide administrative management support to the Executive Directors on operational matters, dealing in an efficient manner with queries and correspondence coming into the office.
Establish and manage virtual and in person meetings for Executive Directors.
Deal with incoming correspondence, and draft appropriate responses which will frequently include complex or business sensitive information. Ensure vital issues are highlighted to the Executive Directors, either in person or by email, in a timely manner, with any follow up actions taken, on behalf of or as directed, having awareness to sensitivity and confidentiality of information at all times.
Take formal minutes of meetings and distribute to attendees and a wide range of external bodies. Monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner.
To be responsible and proactive in dealing with a varied workload, ensuring efficient coordination, prioritisation and achievement of daily, weekly and monthly tasks.
Keep up to date with any team or individual training and development needs.
Correspondence management, using a proactive approach to identify important and urgent correspondence and following up on actions as indicated. Where appropriate, drafting replies to correspondence on behalf of the Executive Director.
Organise meetings, both internal and external as required ensuring preparation and circulation of agendas and documents; taking and producing action notes and memos; ensuring these are produced to an accurate and professional standard, notifying meeting members of action points which relate to them.
Oversee the booking of meeting rooms and the day to day management of these.
Setting regular 1:1s with appropriate members of the executive team, organising appraisals, recording annual leave, sickness and assisting with any other HR related administrative matters.
Providing holiday cover for other Executive Assistants and continuing to provide support to the Executive Director.
Making travel and accommodation arrangements as and when required, using good judgement to ensure costs are within budgetary limits.
To be helpful at all times and to provide the best possible service using a can do attitude.
To undertake any other duties commensurate with the grade of the post and needs of the team.
Flexibility
The post holder may be required to vary their hours of work in agreement with the post holders Manager to support the requirements of the Executive office.
The post holder will be expected to provide cover for other Executive Assistants when on leave and not take leave at the same time.
The post holder will work cross site as required.
Communication
Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.
Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language, culture, understanding or physical or mental health conditions.
Job description
Job responsibilities
General
Manage an accurate and up-to-date appointments diary, scheduling and planning future engagements, including organising meetings, arranging events, collating appropriate papers and gathering information in advance of specific meetings for Executive Directors.
Receive all incoming mail (paper and electronic), analyse, interpret and delegate to appropriate parties and initiate action, acquiring any necessary background information.
Provide administrative management support to the Executive Directors on operational matters, dealing in an efficient manner with queries and correspondence coming into the office.
Establish and manage virtual and in person meetings for Executive Directors.
Deal with incoming correspondence, and draft appropriate responses which will frequently include complex or business sensitive information. Ensure vital issues are highlighted to the Executive Directors, either in person or by email, in a timely manner, with any follow up actions taken, on behalf of or as directed, having awareness to sensitivity and confidentiality of information at all times.
Take formal minutes of meetings and distribute to attendees and a wide range of external bodies. Monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner.
To be responsible and proactive in dealing with a varied workload, ensuring efficient coordination, prioritisation and achievement of daily, weekly and monthly tasks.
Keep up to date with any team or individual training and development needs.
Correspondence management, using a proactive approach to identify important and urgent correspondence and following up on actions as indicated. Where appropriate, drafting replies to correspondence on behalf of the Executive Director.
Organise meetings, both internal and external as required ensuring preparation and circulation of agendas and documents; taking and producing action notes and memos; ensuring these are produced to an accurate and professional standard, notifying meeting members of action points which relate to them.
Oversee the booking of meeting rooms and the day to day management of these.
Setting regular 1:1s with appropriate members of the executive team, organising appraisals, recording annual leave, sickness and assisting with any other HR related administrative matters.
Providing holiday cover for other Executive Assistants and continuing to provide support to the Executive Director.
Making travel and accommodation arrangements as and when required, using good judgement to ensure costs are within budgetary limits.
To be helpful at all times and to provide the best possible service using a can do attitude.
To undertake any other duties commensurate with the grade of the post and needs of the team.
Flexibility
The post holder may be required to vary their hours of work in agreement with the post holders Manager to support the requirements of the Executive office.
The post holder will be expected to provide cover for other Executive Assistants when on leave and not take leave at the same time.
The post holder will work cross site as required.
Communication
Ensure all communication, which may be complex, contentious or sensitive, is undertaken in a responsive and inclusive manner, focusing on improvement and ways to move forward.
Ensure all communication is presented appropriately to the different recipients, according to levels of understanding, type of communication being imparted and possible barriers such as language, culture, understanding or physical or mental health conditions.
Person Specification
Experience
Essential
- Demonstrable experience of working in an administrative role in a busy office environment
- Experience of working in a team
- Experience of working with general public and senior management
- Working in NHS or other similar health care environment
Desirable
- Experience of working with a wide range of people
- A good understanding of NHS Structure and language
Skills and Knowledge
Essential
- To have a flexible approach to work and be able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems
Desirable
- IT Systems
- Familiarity with medical records and clinical correspondence D
Personal Qualities
Essential
- Excellent interpersonal and customer service skills
- Able to solve problems and work in a logical and methodical manner
- Able to have a cheerful and helpful manner when dealing with patients and other staff
Person Specification
Experience
Essential
- Demonstrable experience of working in an administrative role in a busy office environment
- Experience of working in a team
- Experience of working with general public and senior management
- Working in NHS or other similar health care environment
Desirable
- Experience of working with a wide range of people
- A good understanding of NHS Structure and language
Skills and Knowledge
Essential
- To have a flexible approach to work and be able to use own initiative
- Able to demonstrate sensitivity and empathy, particularly in difficult situations
- Competent working knowledge of windows based computer systems
Desirable
- IT Systems
- Familiarity with medical records and clinical correspondence D
Personal Qualities
Essential
- Excellent interpersonal and customer service skills
- Able to solve problems and work in a logical and methodical manner
- Able to have a cheerful and helpful manner when dealing with patients and other staff
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.