Job summary
Are you an experienced Executive Assistant (EA) looking for a high profile, fast paced opportunity where you can truly make a different within the NHS?
An exciting opportunity has arisen in Mid and South Essex NHS Foundation Trust's (MSENHSFT) Corporate Directorate where you will work with the Trust's Executive Team.
If you are successful, you will be the first point of contact for the Managing Director of Care Group 1. You will be responsible for liaising with a wide range of people and agencies (internal and external) in a diplomatic, professional manner. You will provide executive support by managing, monitoring their inbox, diary management, producing reports, minute taking and taking telephone calls.
To thrive in this opportunity, it is essential that you are autonomous worker, a strong decision maker, well organised and an excellent communicator.
Please note this is a site-based opportunity located at our Basildon Hospital site.
If you are passionate about making a difference, come and join the MSENHSFT Corporate Support Team today!
Main duties of the job
You must be a self-starter; must have excellent planning, organisational and analytical skills and have demonstrable experience in providing comprehensive EA support at executive or board level.
Key responsibilities will include complex diary management and coordination of meetings in addition to producing high quality minutes, correspondence, reports, presentations, and emails.
- Full responsibility for inbox management, including monitoring and organising emails and responding on behalf of the Executive Director and their Deputy Director(s) as necessary
- Full responsibility for diary management including compilation, coordination and prioritisation of appointments and developing appropriate measures to ensure the best use of the Executive Director and their Deputy Directors' time.
- Formal minute taking and maintenance of action trackers, producing reports, presentations and meeting papers to an excellent standard and circulating these in a timely manner in advance of and following meetings as appropriate
- Manage and maintain an effective bring-forward system for the correspondence and actions of the Executive Director and their Deputy Director(s), ensuring deadlines are tracked as appropriate.
- Appropriately manage all correspondence on behalf of the Executive Director and their Deputy Director(s) replying to letters, memorandums and complex information requests from and external agencies as required.
About us
Mid and South Essex NHS Foundation Trust is now one of the largest in the country, with a workforce of approximately 15,000 who serve a population of 1.2 million people.
We work together, and in conjunction with MSE Health and Care Partnership, to deliver excellent local and specialist services, to improve the health and wellbeing of our patients in a compassionate way, and provide a respectful, but vibrant place for staff to develop, innovate and build careers.
From facilities through to consultant specialists we want to be the best, to achieve this we need to recruit not just those who are the finest in their field but also those who have the potential to be. Yes, experience is important but so is outlook - if you are dynamic, forward-thinking and enthusiastic we want you to join us.
We not only offer you a good working environment with flexible working opportunities, but also the opportunity to develop your career with access to appropriate training for your job and the support to succeed and progress.
Job description
Job responsibilities
Full details of the role and responsibilities can be found in the attached job description, but they will include:
- Appropriately manage telephone calls in an effective and efficient manner, screening and diverting calls as necessary, demonstrating an excellent knowledge, and understanding of processes across the group and familiarity with key personnel.
- Undertake general administrative duties in support of the Executive Director and their Deputy Director(s) including scanning, faxing, and photocopying, in addition to creating, developing, and managing databases, spreadsheets and other documents in line with the needs of the Executive Director and their Deputy Director(s).
- Prioritise and effectively manage a range of complex tasks simultaneously on a daily basis, supported by the Senior Executive Secretary, working flexibly to support the needs of the Executive Director and their Deputy Director(s) as necessary.
- Collate and analyse information and data to prepare and produce sensitive and complex reports, memorandums and other communications on behalf of the Executive Director and their Deputy Director(s) for a range of audiences both internally and externally.
- Provide support in the event of an internal or external major incident to support the Executive Team as required, undertaking and maintaining appropriate training including participation in internal training exercises.
We look forward to your application.
Job description
Job responsibilities
Full details of the role and responsibilities can be found in the attached job description, but they will include:
- Appropriately manage telephone calls in an effective and efficient manner, screening and diverting calls as necessary, demonstrating an excellent knowledge, and understanding of processes across the group and familiarity with key personnel.
- Undertake general administrative duties in support of the Executive Director and their Deputy Director(s) including scanning, faxing, and photocopying, in addition to creating, developing, and managing databases, spreadsheets and other documents in line with the needs of the Executive Director and their Deputy Director(s).
- Prioritise and effectively manage a range of complex tasks simultaneously on a daily basis, supported by the Senior Executive Secretary, working flexibly to support the needs of the Executive Director and their Deputy Director(s) as necessary.
- Collate and analyse information and data to prepare and produce sensitive and complex reports, memorandums and other communications on behalf of the Executive Director and their Deputy Director(s) for a range of audiences both internally and externally.
- Provide support in the event of an internal or external major incident to support the Executive Team as required, undertaking and maintaining appropriate training including participation in internal training exercises.
We look forward to your application.
Person Specification
Experience
Essential
- Qualifications
- Experience as an EA or senior PA
Desirable
Knowledge
Essential
- Microsoft Office competancy
- Excellent written communication
- Abitlity to work under pressure
Desirable
- Experience of working with minimal supervision
Person Specification
Experience
Essential
- Qualifications
- Experience as an EA or senior PA
Desirable
Knowledge
Essential
- Microsoft Office competancy
- Excellent written communication
- Abitlity to work under pressure
Desirable
- Experience of working with minimal supervision
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).
