Job summary
An exciting opportunity has arisen for an Executive Assistant to work within the Liverpool Heart and Chest Hospital.
The post
holder will be part of the team who provide experienced secretarial support to the Board of Directors
and overall administrative function of the Executive Office, ensuring effective
running of key meetings and committees.
If you are an enthusiastic and self-motivated individual who
has commitment and strong attention to detail, and are looking for a varied and
fulfilling role, then we are looking for you to join us.
Main duties of the job
The post holder will provide
support with the day to day organisational responsibilities of the Executive
Office. Duties include, but are not limited to, dealing with
telephone enquiries, external mail and e-mail correspondence in a timely and
professional manner and exercising judgement in re-directing responses where
appropriate. Management of electronic diaries. High level minute taking. Organisation
of meetings (remotely and in person) and functions including timely
distribution of agenda and meeting papers in accordance with Executive Office
policies and procedures. Preparation of
reports and presentation material. Co-ordination of information in response to
enquiries. Implementing processes for forward planning i.e. bring forward
systems, alerts for meeting deadlines and targets. Co-ordination of travel arrangements, conference bookings etc. Filing, photocopying and scanning. Provide cover for colleagues where
necessary. Implementation of continuous
improvement processes.
About us
The Executive Office provides a fundamental role in
supporting Executive and Non Executive Directors, the Board and Committees, as
well as interactions with external stakeholders. The team deliver a
professional support role, with flexibility and team work key to success.
As the largest
single site specialist heart and chest hospital in the UK, we, at Liverpool
Heart and Chest Hospital, have a clear vision 'to
be the best cardiothoracic integrated healthcare organisation'.
We provide specialist
services in cardiothoracic surgery, cardiology, respiratory medicine both in
the hospital and out in the community.
We serve a
catchment area of 2.8 million people, spanning Merseyside, Cheshire, North
Wales and the Isle of Man, and increasingly we receive referrals from outside
these areas for highly specialised services such as aortics.
Our reputation for
strong performance is important in delivering the best
care for our patients and high quality clinical services. This is
underpinned by a culture of research and innovation, delivered in modern estate
and our encouragement of flexible working in a variety of forms.
Job description
Job responsibilities
JOB SUMMARY:
The post
holder will provide experienced secretarial support to The Board of Directors
and overall administrative function of the Executive Office, ensuring effective
running of key meetings and committees.
The post
requires a highly skilled and experienced secretary who will provide a wide
range of support and service with strong verbal/written communication skills
and a high attention to detail and accuracy.
The
successful candidate will require a professional, confidential and flexible
approach with the ability to function effectively in a fast-paced environment. Excellent interpersonal skills in order to
deal with multiple people and issues is essential. The ability to maintain a
professional and pleasant demeanour; excellent time management skills and
multi-tasking abilities are also essential to the role.
PRINCIPLE RESPONSIBILITIES
Provide
support to the day to day organisational responsibilities of the Executive
Office, to include:
- Dealing
with telephone enquiries, external mail and e-mail correspondence in a timely
and professional manner and exercising judgement in re-directing responses
where appropriate.
- Excellent Microsoft Office skills.
- Management of electronic
diaries.
- Experience of high level minute
taking.
- Organisation
of meetings (remotely and in person) and functions including timely
distribution of agenda and meeting papers in accordance with Executive Office
policies and procedures.
- Preparation
of reports and presentation material.
- Co-ordination
of information in response to enquiries.
- Implementing
processes for forward planning i.e. bring forward systems, alerts for meeting
deadlines and targets.
- Excellent
organisational skills.
- Co-ordination
of travel arrangements, conference bookings etc.
- Filing,
photocopying and scanning.
- Providing
cover for colleagues where necessary.
- Implementation
of continuous improvement processes.
Any Other Duties:
The post holder will be expected to work flexibly and to perform any
other duties consistent with the grade. The post holder must maintain strict
confidentiality in dealing with all matters that could be sensitive to an individual
(staff member or patient) or to the commercial interests of the Trust.
Job description
Job responsibilities
JOB SUMMARY:
The post
holder will provide experienced secretarial support to The Board of Directors
and overall administrative function of the Executive Office, ensuring effective
running of key meetings and committees.
The post
requires a highly skilled and experienced secretary who will provide a wide
range of support and service with strong verbal/written communication skills
and a high attention to detail and accuracy.
The
successful candidate will require a professional, confidential and flexible
approach with the ability to function effectively in a fast-paced environment. Excellent interpersonal skills in order to
deal with multiple people and issues is essential. The ability to maintain a
professional and pleasant demeanour; excellent time management skills and
multi-tasking abilities are also essential to the role.
PRINCIPLE RESPONSIBILITIES
Provide
support to the day to day organisational responsibilities of the Executive
Office, to include:
- Dealing
with telephone enquiries, external mail and e-mail correspondence in a timely
and professional manner and exercising judgement in re-directing responses
where appropriate.
- Excellent Microsoft Office skills.
- Management of electronic
diaries.
- Experience of high level minute
taking.
- Organisation
of meetings (remotely and in person) and functions including timely
distribution of agenda and meeting papers in accordance with Executive Office
policies and procedures.
- Preparation
of reports and presentation material.
- Co-ordination
of information in response to enquiries.
- Implementing
processes for forward planning i.e. bring forward systems, alerts for meeting
deadlines and targets.
- Excellent
organisational skills.
- Co-ordination
of travel arrangements, conference bookings etc.
- Filing,
photocopying and scanning.
- Providing
cover for colleagues where necessary.
- Implementation
of continuous improvement processes.
Any Other Duties:
The post holder will be expected to work flexibly and to perform any
other duties consistent with the grade. The post holder must maintain strict
confidentiality in dealing with all matters that could be sensitive to an individual
(staff member or patient) or to the commercial interests of the Trust.
Person Specification
Experience
Essential
- Experience in Committee administration.
- Knowledge and understanding of the Trusts corporate governance arrangements, including the structure and remit of its Standing Committees.
- Experience of implementing and adhering to administrative
- policies and procedures.
Desirable
- Previous experience in hospital setting.
Skills and Abilities
Essential
- Proficient use of language, both oral and written.
- Attention to detail.
- High level minute taking.
- Ability to communicate at all levels, including the communication of complex and sensitive information.
- Effective interpersonal skills when dealing with people face to face and by telephone.
- Ability to work as part of a team.
- Ability to prioritise own workload and meet deadlines.
- Ability to maintain confidentiality.
Qualifications
Essential
- GCSE/equivalent in Maths and English pass or equivalent work based experience.
- NVQ3, RSA3 secretarial qualifications or equivalent.
- Advanced level use of IT packages including Microsoft Office, Word, Excel and Power Point. Competent use of internet and intranet.
Person Specification
Experience
Essential
- Experience in Committee administration.
- Knowledge and understanding of the Trusts corporate governance arrangements, including the structure and remit of its Standing Committees.
- Experience of implementing and adhering to administrative
- policies and procedures.
Desirable
- Previous experience in hospital setting.
Skills and Abilities
Essential
- Proficient use of language, both oral and written.
- Attention to detail.
- High level minute taking.
- Ability to communicate at all levels, including the communication of complex and sensitive information.
- Effective interpersonal skills when dealing with people face to face and by telephone.
- Ability to work as part of a team.
- Ability to prioritise own workload and meet deadlines.
- Ability to maintain confidentiality.
Qualifications
Essential
- GCSE/equivalent in Maths and English pass or equivalent work based experience.
- NVQ3, RSA3 secretarial qualifications or equivalent.
- Advanced level use of IT packages including Microsoft Office, Word, Excel and Power Point. Competent use of internet and intranet.
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.
