Job summary
Are you a highly organised, proactive individual who thrives in a fast-paced, dynamic environment?
We are seeking an exceptional Executive Assistant to support Mathew Page, Chief Operating Officer and Deputy CEO, along with four other senior leaders within our Operations Directorate.
This is a challenging and rewarding role that requires someone who can confidently manage complex diaries, respond swiftly to changing priorities, and juggle multiple tasks with professionalism and discretion. You'll be at the heart of a busy executive team, providing high-level administrative support and helping to drive forward the Trust's strategic priorities.
Main duties of the job
Based atBath NHS House, where hybrid working is supported, with flexibility for some home working.You'll be part of a collaborative team supporting AWP corporate directors, where teamwork and peer support are highly valued.The role involves embracing new technologies, including AI tools, to improve efficiency and support innovation in administrative processes.
We are looking for:
- A confident communicator with experience supporting senior leaders.
- Skilled in diary management, meeting coordination, and handling confidential information.
- Comfortable with digital tools and open to learning new systems and technologies.
- A team player who is also self-motivated and able to work independently.
- Someone who thrives in both reactive and proactive environments and can remain calm under pressure.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust); a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon and Wiltshire, as well as some services across the whole South West region.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
- Ensure that systems are in place so that communications to the Divisional/Directorate Management Team (email, telephone, post, etc.) are addressed promptly, redirecting and issuing reminders as appropriate.
- Where appropriate, draft and/or issue concise, grammatically correct, sensitive, compassionate, and persuasive communications on behalf of the Divisional/Directorate Management Team to a range of stakeholders, including staff, service user representatives, and partners. Messages may occasionally be complex and contentious and should be conveyed using email, Microsoft (MS) Word, PowerPoint, and MS Publisher (or equivalents).
- Ensure that practical arrangements for coverincluding leave, on-call rotas, and other commitmentsare organised with the Divisional/Directorate Management Team so that there is always sufficient managerial presence and clarity regarding ongoing cover.
- Work with and through Business Coordinators to maintain an ongoing programme of management, business, and senior clinical meetings across the Division/Directorate.
- Facilitate senior meetings, panels, video conferences, and other significant ad hoc and regular activities, ensuring that all parties experience a professional, high-quality service. Ensure that notes and/or minutes are recorded as required, in line with Trust policies and GDPR.
- Chair regular Divisional/Directorate Business Coordinator meetings and, less frequently, Divisional Lead Administrator meetings to identify problems in administrative service delivery and develop consistent solutions.
- Represent and advocate for the needs of the Division/Directorate at Trust-wide Administration Group Meetings.
The Business Manager plays a key role in supporting the Operations Executive Team.
Please see the attached job description for a full list of duties and responsibilities.
Job description
Job responsibilities
- Ensure that systems are in place so that communications to the Divisional/Directorate Management Team (email, telephone, post, etc.) are addressed promptly, redirecting and issuing reminders as appropriate.
- Where appropriate, draft and/or issue concise, grammatically correct, sensitive, compassionate, and persuasive communications on behalf of the Divisional/Directorate Management Team to a range of stakeholders, including staff, service user representatives, and partners. Messages may occasionally be complex and contentious and should be conveyed using email, Microsoft (MS) Word, PowerPoint, and MS Publisher (or equivalents).
- Ensure that practical arrangements for coverincluding leave, on-call rotas, and other commitmentsare organised with the Divisional/Directorate Management Team so that there is always sufficient managerial presence and clarity regarding ongoing cover.
- Work with and through Business Coordinators to maintain an ongoing programme of management, business, and senior clinical meetings across the Division/Directorate.
- Facilitate senior meetings, panels, video conferences, and other significant ad hoc and regular activities, ensuring that all parties experience a professional, high-quality service. Ensure that notes and/or minutes are recorded as required, in line with Trust policies and GDPR.
- Chair regular Divisional/Directorate Business Coordinator meetings and, less frequently, Divisional Lead Administrator meetings to identify problems in administrative service delivery and develop consistent solutions.
- Represent and advocate for the needs of the Division/Directorate at Trust-wide Administration Group Meetings.
The Business Manager plays a key role in supporting the Operations Executive Team.
Please see the attached job description for a full list of duties and responsibilities.
Person Specification
Education and Qualification
Essential
- Educated to degree level or further training and experience which demonstrates equivalent level of attainment
Desirable
- Experience working within the NHS or a similar public sector organisation
Experience and Knowledge
Essential
- Experience of supporting senior managers or executives
- Proven ability to manage complex diaries and schedules
- Strong organisational skills with ability to prioritise and multitask
Desirable
- Experience supporting multiple senior leaders simultaneously
Skills & Abilities
Essential
- Excellent written and verbal communication, presentation, interpersonal and liaison
- Proficient in Microsoft Office and open to using new technologies including AI
Desirable
- Experience working within the NHS or a similar public sector organisation
Person Specification
Education and Qualification
Essential
- Educated to degree level or further training and experience which demonstrates equivalent level of attainment
Desirable
- Experience working within the NHS or a similar public sector organisation
Experience and Knowledge
Essential
- Experience of supporting senior managers or executives
- Proven ability to manage complex diaries and schedules
- Strong organisational skills with ability to prioritise and multitask
Desirable
- Experience supporting multiple senior leaders simultaneously
Skills & Abilities
Essential
- Excellent written and verbal communication, presentation, interpersonal and liaison
- Proficient in Microsoft Office and open to using new technologies including AI
Desirable
- Experience working within the NHS or a similar public sector organisation
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.
.png){kind=logo}
