Executive Assistant

Liverpool Heart and Chest Hospital

Information:

This job is now closed

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.

Date posted

05 January 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9410-24-0001

Job locations

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


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.

Employer details

Employer name

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Employer's website

https://www.lhch.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

Liverpool Heart and Chest Hospital

Address

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Employer's website

https://www.lhch.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Senior Executive Assistant

Ruth Gaunt

ruth.gaunt@lhch.nhs.uk

01516001339

Date posted

05 January 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Fixed term

Duration

12 months

Working pattern

Full-time, Flexible working

Reference number

C9410-24-0001

Job locations

Liverpool Heart and Chest Hospital

Thomas Drive

Liverpool

Merseyside

L14 3PE


Supporting documents

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