Job summary
The Executive Assistant will provide efficient, comprehensive, and confidential administrative support to the Executive Secretariat. The post holder will help ensure the smooth organisation of Executive commitments across a broad range of duties, liaising with staff at all levels, external agencies, and members of the public. The role requires professionalism, excellent organisational skills, and the ability to manage sensitive information while supporting the effective running of the Trust's Executive functions.
Please note, this advert may close early if a high volume of applications are received.
Main duties of the job
Main Duties of the Job
- Provide a first-class, confidential administrative service to the Executive Team and act as their primary point of contact.
- Manage the Executive's diary, appointments, and scheduling, ensuring efficient use of time and appropriate prioritisation.
- Receive and manage sensitive, confidential, and sometimes complex information, ensuring appropriate communication to staff and stakeholders.
- Handle enquiries from patients, the public, staff, and external organisations with tact, diplomacy, and initiative.
- Plan, organise and support meetings, seminars, Board committees, and briefings, ensuring agendas, papers, and logistical arrangements are in place.
- Take formal minutes, prepare accurate notes, and support follow-up actions.
- Draft correspondence, reports, agendas, strategies, and action plans on behalf of the Executive.
- Support the wider Trust Headquarters team in meetings, report preparation, and coordination across directorates as required.
About us
Blackpool Teaching Hospitals NHS Foundation Trust is a large, integrated provider of acute and community services to the 445,000 population of the Fylde coast health economy and the estimated 11 million visitors to the seaside town of Blackpool. With patients and families at the heart of all we do, we are committed to creating a culture that empowers our staff and inspires us all to deliver first class clinical care. We form a central part of the Healthier Fylde Coast Integrated Care Partnership and our progressive approach to partnership working in the area provides an enviable opportunity to redesign and deliver services that meet the challenges of today's health system.
We are not underestimating the challenges facing today's health system but believe there are the foundations here in Blackpool to deliver truly excellent, integrated services that can make a major impact on the lives of the thousands of people we serve.
Job description
Job responsibilities
Communication & Confidentiality
- Communicate effectively with staff at all levels, external agencies, and members of the public, often involving sensitive or contentious information.
- Maintain strict confidentiality in all aspects of the role.
Administrative & Executive Support
- Provide highquality administrative and secretarial support, including document creation, audio typing, transcribing minutes, and preparing presentations.
- Manage diaries, arrange 1:1s, coordinate meetings, and ensure relevant documents are prepared and distributed.
Planning & Organisation
- Organise complex activities involving senior leaders, partner organisations, and external bodies.
- Prioritise a demanding workload and make decisions when executives are unavailable.
Information Management
- Collate information from internal and external sources to draft responses, brief executives, and advise on priorities.
- Handle incoming correspondence, screen issues, and escalate urgent matters appropriately.
Meetings & Events
- Organise meetings, seminars, and events, ensuring all facilities, equipment, and speakers are in place.
- Produce agendas, supporting documents, and meeting papers for the Board, committees, and senior stakeholders.
Team & Corporate Responsibilities
- Support the Trust Headquarters team in corporate events, Board activities, and crossdirectorate coordination.
- Participate in forums and working groups to help improve organisational procedures.
General Trust Responsibilities
These include requirements relating to:
- Quality and customer care
- Confidentiality and Data Protection
- Health and Safety
- Equality & Diversity
- Mandatory training
- Safeguarding
- Sustainability
Job description
Job responsibilities
Communication & Confidentiality
- Communicate effectively with staff at all levels, external agencies, and members of the public, often involving sensitive or contentious information.
- Maintain strict confidentiality in all aspects of the role.
Administrative & Executive Support
- Provide highquality administrative and secretarial support, including document creation, audio typing, transcribing minutes, and preparing presentations.
- Manage diaries, arrange 1:1s, coordinate meetings, and ensure relevant documents are prepared and distributed.
Planning & Organisation
- Organise complex activities involving senior leaders, partner organisations, and external bodies.
- Prioritise a demanding workload and make decisions when executives are unavailable.
Information Management
- Collate information from internal and external sources to draft responses, brief executives, and advise on priorities.
- Handle incoming correspondence, screen issues, and escalate urgent matters appropriately.
Meetings & Events
- Organise meetings, seminars, and events, ensuring all facilities, equipment, and speakers are in place.
- Produce agendas, supporting documents, and meeting papers for the Board, committees, and senior stakeholders.
Team & Corporate Responsibilities
- Support the Trust Headquarters team in corporate events, Board activities, and crossdirectorate coordination.
- Participate in forums and working groups to help improve organisational procedures.
General Trust Responsibilities
These include requirements relating to:
- Quality and customer care
- Confidentiality and Data Protection
- Health and Safety
- Equality & Diversity
- Mandatory training
- Safeguarding
- Sustainability
Person Specification
Qualifications
Essential
- Educated to Degree Level in Business Administration or equivalent experience.
- Excellent working knowledge of Microsoft Office packages, including Outlook, Word, PowerPoint, and Excel
Experience and Skills
Essential
- Substantial secretarial/administrative knowledge and experience working to a senior manager/director in a busy office environment.
- Significant experience of implementing and setting up office systems necessary to attain high standards of secretarial and administrative practice.
- Experience of committee work including minute taking skills
- Evidence of handling sensitive situations effectively and confidentially
Desirable
- Evidence of working at Board/Board Sub- Committee level
Personal
Essential
- Ability to use Microsoft office software to an advanced level for the production of letters, reports and presentations.
- Flexible and adaptable
- Ability to work in a busy open plan office environment, in a changing environment.
- Confidentiality
- Can be persuasive with internal and external contacts to achieve desired outcomes.
- Ability to manage and plan own workload and take initiative, determine priorities and work to tight deadlines.
- Ability to work as part of a team and can organise others to deliver an outstanding service.
- Ability to establish and maintain relationships with key internal and external colleagues
Person Specification
Qualifications
Essential
- Educated to Degree Level in Business Administration or equivalent experience.
- Excellent working knowledge of Microsoft Office packages, including Outlook, Word, PowerPoint, and Excel
Experience and Skills
Essential
- Substantial secretarial/administrative knowledge and experience working to a senior manager/director in a busy office environment.
- Significant experience of implementing and setting up office systems necessary to attain high standards of secretarial and administrative practice.
- Experience of committee work including minute taking skills
- Evidence of handling sensitive situations effectively and confidentially
Desirable
- Evidence of working at Board/Board Sub- Committee level
Personal
Essential
- Ability to use Microsoft office software to an advanced level for the production of letters, reports and presentations.
- Flexible and adaptable
- Ability to work in a busy open plan office environment, in a changing environment.
- Confidentiality
- Can be persuasive with internal and external contacts to achieve desired outcomes.
- Ability to manage and plan own workload and take initiative, determine priorities and work to tight deadlines.
- Ability to work as part of a team and can organise others to deliver an outstanding service.
- Ability to establish and maintain relationships with key internal and external colleagues
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.
Employer details
Employer name
Blackpool Teaching Hospitals NHS Foundation Trust
Address
Blackpool Teaching Hospitals NHS Foundation Trust
Trust Headquarters, 2nd Floor Blackpool Victoria Hospital Whinney Heys Road Blackpool,
Blackpool
FY3 8NR
Employer's website
https://www.bfwh.nhs.uk/ (Opens in a new tab)
