Job summary
The post holder will work for Director/s at Executive Team level.
We are looking for a highly motivated, efficient and personable Executive Assistant to support our Executive Directors. You will work as part of a team that provides support to the Groups Executive Team, and will be required to work closely with them to ensure a professional, comprehensive support service.
Required to work to a very high standard of accuracy, you will have excellent organisational skills and be able to demonstrate initiative in planning your own workload in a way that supports the Executive Directors.
The ideal candidate will be a highly experienced PA/EA . A team player who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. The ability to prioritise workload and work on your own initiative is essential, as is a professional and friendly outlook.
Proven diary management skills, minute taking experience and excellent Microsoft Office skills are required. Discretion and diplomacy are essential. Only those with the above qualities and relevant experience will be considered.
Main duties of the job
Develop a thorough understanding of the Executive Team's priorities, ways of working and how this fits into the overarching Group Strategy, representing these effectively to stakeholders.
Maintain oversight of the Executive Directors' workload and diary, ensuring the best use of their time and resolving issues independently.
Manage the Executive Director's inbox to prioritise work - highlighting issues that need immediate attention, responding to requests, consulting and advising as well as delegating to other staff as appropriate.
Creating and maintaining project and action trackers, updating Executive Directors on progress against key projects and driving these forward with the relevant teams.
Work collaboratively to establish and maintain good working relationships across the Trust and with key external stakeholders.
Prepare background research, briefings, presentations and documents as required for Executive-level meetings.
About us
South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.
At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development.
We support the 'Making Every Contact Count' approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
Job description
Job responsibilities
Managing the diary of the Executive Director(s) in an efficient and timely manner; providing the necessary information for each diary entry; maintaining an open door policy whilst protecting their time and being reactive to diary changes at short-notice; using personal judgment to plan ahead and manage diary commitments ensuring equal balance and best use of time for meeting commitments.
Arranging, administering, and taking formal minutes of the Executive Director(s) Office meetings and other meetings chaired by the Executive Director(s).
Ensures that appraisals and mandatory training have been undertaken by members of the Directorate and line managers within the Directorate are alerted to gaps in compliance.
Logging and processing post and emails for the Executive Director(s), responding to items on their behalf, drafting responses for signature and directing mail to appropriate Trust staff and departments.
Manage the day-to-day business of the Executive Director(s), using knowledge of the Executive Director(s)s business activities to analyse and assess events as they occur and ensure appropriate and considered action is taken.
Responsibility for implementing policy and procedures to own area, across the Executive Director(s)s office and wider support team.
Coordinate the activities of the Executive Director(s) team to ensure that essential tasks are carried out in a timely fashion and that there is minimal duplication of actions.
Job description
Job responsibilities
Managing the diary of the Executive Director(s) in an efficient and timely manner; providing the necessary information for each diary entry; maintaining an open door policy whilst protecting their time and being reactive to diary changes at short-notice; using personal judgment to plan ahead and manage diary commitments ensuring equal balance and best use of time for meeting commitments.
Arranging, administering, and taking formal minutes of the Executive Director(s) Office meetings and other meetings chaired by the Executive Director(s).
Ensures that appraisals and mandatory training have been undertaken by members of the Directorate and line managers within the Directorate are alerted to gaps in compliance.
Logging and processing post and emails for the Executive Director(s), responding to items on their behalf, drafting responses for signature and directing mail to appropriate Trust staff and departments.
Manage the day-to-day business of the Executive Director(s), using knowledge of the Executive Director(s)s business activities to analyse and assess events as they occur and ensure appropriate and considered action is taken.
Responsibility for implementing policy and procedures to own area, across the Executive Director(s)s office and wider support team.
Coordinate the activities of the Executive Director(s) team to ensure that essential tasks are carried out in a timely fashion and that there is minimal duplication of actions.
Person Specification
Experience
Essential
- Working autonomously and using their initiative and judgement on a wide range of conflicting and complex/ challenging issues
- Previous experience of autonomously working. Must have sufficient initiative and experience to act independently.
- Minute taking
- Ability to manage a broad range of specialist projects on behalf of the Executive Director(s), operating at a high level.
Desirable
- Understanding of project management e.g. improvement projects.
- Healthcare / NHS Trust experience.
- Experience of monitoring performance indicators e.g. at Meetings.
Knowlage and Skills
Essential
- Ability to use their knowledge to make independent decisions working autonomously and using their initiative and judgement
- Ability to use their knowledge to make independent decisions working autonomously and using their initiative and judgement on a wide range of conflicting and complex/ challenging issues
- Excellent interpersonal skills and communication skills to liaise with stakeholders internal and external to the organisation.
- Excellent planning, prioritisation, and organisational skills.
- Negotiating / persuasive and motivational skills
Desirable
- Trust experience; knowledge of Trust policies and procedures
Qualifications and Training
Essential
- Educated to Degree level or has an equivalent level of experience working as an EA/PA.
- English/Maths GCSE grade C or equivalent.
Desirable
- Attendance at foundation improvement training and the new and aspiring leaders program within first year of role.
- Audio-typing qualification
Person Specification
Experience
Essential
- Working autonomously and using their initiative and judgement on a wide range of conflicting and complex/ challenging issues
- Previous experience of autonomously working. Must have sufficient initiative and experience to act independently.
- Minute taking
- Ability to manage a broad range of specialist projects on behalf of the Executive Director(s), operating at a high level.
Desirable
- Understanding of project management e.g. improvement projects.
- Healthcare / NHS Trust experience.
- Experience of monitoring performance indicators e.g. at Meetings.
Knowlage and Skills
Essential
- Ability to use their knowledge to make independent decisions working autonomously and using their initiative and judgement
- Ability to use their knowledge to make independent decisions working autonomously and using their initiative and judgement on a wide range of conflicting and complex/ challenging issues
- Excellent interpersonal skills and communication skills to liaise with stakeholders internal and external to the organisation.
- Excellent planning, prioritisation, and organisational skills.
- Negotiating / persuasive and motivational skills
Desirable
- Trust experience; knowledge of Trust policies and procedures
Qualifications and Training
Essential
- Educated to Degree level or has an equivalent level of experience working as an EA/PA.
- English/Maths GCSE grade C or equivalent.
Desirable
- Attendance at foundation improvement training and the new and aspiring leaders program within first year of role.
- Audio-typing qualification
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.
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).
Additional information
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.
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).
