Job summary
We are recruiting for an Executive Assistant who shares our vision to be trusted to provide consistently outstanding care and exemplary service to our patients.
To provide confidential and comprehensive support our Director and Deputy of Estates & Facilities. Incorporating secretarial, administrative, and clerical support.
To assist in delivering projects by drawing up action plans, preparing presentations, organising stakeholders' events (including organising speakers).
At the heart of everything we do are our core values: Include, Respect, and Improve. We encourage you to embrace these values throughout the recruitment process and in your role with us.
Main duties of the job
The successful candidate will play a pivotal role in ensuring the smooth operation of the office, with a focus on managing the director's diary, organising events and conferences, and handling correspondence with professionalism and confidentiality.
Organise conferences, events, and meetings by sourcing venues, coordinating speakers, and sending invitations to participants and guests. Ensure all necessary details, including confirmations and joining instructions, are prepared and communicated effectively.
Manage the diary of the Director/Deputy Director, prioritising meetings, appointments, and reflective work time. Respond promptly and professionally to all queries, correspondence, and telephone calls, always ensuring clear and effective communication.
Proven experience in an executive support role or similar, ideally at a senior level. Exceptional organisational skills with the ability to multitask and manage competing priorities.
Strong communication skills, both written and verbal. Ability to work independently and exercise judgment in decision-making. Strong attention to detail and time management. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent tools
About us
At East and North Hertfordshire Teaching NHS Trust,we are proud of the range of general & specialist services we provide & our 6,000 or so dedicated staff ensure our patients get the best care. Our ability to be flexible & innovative in the way in which we work and deliver our services to our catchment has never been more important than it is now.
We run the following hospitals:
o The Lister Hospital, Stevenage
o New Queen Elizabeth II (New QEII), Welwyn Garden City
o Hertford County, Hertford
o Mount Vernon Cancer Centre (MVCC), Northwood
We have ambitious plans to become an outstanding, patient-led Trust where dedicated staff provide high-quality, compassionate care to our patients. We continue to undergo significant transformation; our staff & patients are at the heart of delivering this ambitious agenda.
We are committed to a positive work life balance for our employees. Employees are entitled to seek to work flexible working patterns & we are committed to listen and consider all requests. Such requests, of course, have to be made & considered formally, & will need to be balanced against service needs, but our starting point will always be to find ways to support making them happen.
Job description
Job responsibilities
Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role
Job description
Job responsibilities
Please see the attached Job Description and Person Specification applicant pack for further detailed information regarding this role
Person Specification
Previous Experience
Essential
- Substantial experience in use of IT systems e.g. Word, internet, Excel, PowerPoint, MS Outlook & MS Teams
- Experience of working to tight deadlines and under pressure
- Experience of negotiating and obtaining information
- Experience of analysing and presenting data
Qualifications / Training
Essential
- Able to demonstrate a good level of general education to Grade C and above GCSE level in Mathematics and English or equivalent.
- RSA III or equivalent and/or Word Processing
- NVQ Level 3 Administration qualification or equivalenr
- Advanced IT Skills in MS Office, including MS Outlook & MS Teams
Desirable
- Audio Typing
- Secretarial qualifications
- Minute taking qualification
Skills
Essential
- Ability to work as part of a multidisciplinary team and establish good working relationships at all levels
- Ability to arrange and minute meetings, develop agendas and supporting documents, chase actions etc
- Ability to work and act on own initiative
- Ability to demonstrate excellent communication skills both orally and written
- Ability to work to tight deadlines and under pressure
- Ability to complete tasks and projects on time and to a high standard, demonstrating a can-do attitude
- Excellent organisational skills
- Proactive - to anticipate difficulties and deal with them with minimal reference to the Director
- Ability to work in a highly demanding and pressurised environment
- Ability to deal with challenging situations
- Excellent written and verbal communication skills
- Ability to manage and organise own workload
- Regularly demonstrates a positive attitude and is patient focused ensuring that the needs of our patients are maintained and managed appropriately
Knowledge
Essential
- Previous experience of working as a Personal Assistant
- Previous experience of supporting at Director Level
Desirable
- Experience of working in the NHS
Other
Essential
- Willingness to work flexibly
- Understanding of, and commitment to, equality, diversity
- Role model our Trust values every day
- Resilience
Person Specification
Previous Experience
Essential
- Substantial experience in use of IT systems e.g. Word, internet, Excel, PowerPoint, MS Outlook & MS Teams
- Experience of working to tight deadlines and under pressure
- Experience of negotiating and obtaining information
- Experience of analysing and presenting data
Qualifications / Training
Essential
- Able to demonstrate a good level of general education to Grade C and above GCSE level in Mathematics and English or equivalent.
- RSA III or equivalent and/or Word Processing
- NVQ Level 3 Administration qualification or equivalenr
- Advanced IT Skills in MS Office, including MS Outlook & MS Teams
Desirable
- Audio Typing
- Secretarial qualifications
- Minute taking qualification
Skills
Essential
- Ability to work as part of a multidisciplinary team and establish good working relationships at all levels
- Ability to arrange and minute meetings, develop agendas and supporting documents, chase actions etc
- Ability to work and act on own initiative
- Ability to demonstrate excellent communication skills both orally and written
- Ability to work to tight deadlines and under pressure
- Ability to complete tasks and projects on time and to a high standard, demonstrating a can-do attitude
- Excellent organisational skills
- Proactive - to anticipate difficulties and deal with them with minimal reference to the Director
- Ability to work in a highly demanding and pressurised environment
- Ability to deal with challenging situations
- Excellent written and verbal communication skills
- Ability to manage and organise own workload
- Regularly demonstrates a positive attitude and is patient focused ensuring that the needs of our patients are maintained and managed appropriately
Knowledge
Essential
- Previous experience of working as a Personal Assistant
- Previous experience of supporting at Director Level
Desirable
- Experience of working in the NHS
Other
Essential
- Willingness to work flexibly
- Understanding of, and commitment to, equality, diversity
- Role model our Trust values every day
- Resilience
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.
