Senior Executive Assistant

Job description

Job responsibilities

Effective meeting management, including the distribution of papers, recording of high quality minutes including articulation of decisions and actions relating to highly complex issues; and implementation of follow up actions in accordance with departmental standards and timeframes; supporting the effective and efficient operation of business meetings.

Plan, organise and communicate complex information, along with the ability to record this information.

Maintain an accurate diary system, arranging meetings including arranging venues and booking hospitality as appropriate.

Provide comprehensive and quality secretarial support, including extensive use of all Microsoft applications.

Undertake discrete pieces of work as directed by designated Board / Executive Team Members this may include the provision or receipt of complex information, supporting specific projects or corporate governance tasks

Develop and implement standard operating procedures within own work area.

Be a key team member, working flexibly with the other Senior Executive Assistants to ensure that the wider needs of all stakeholders are met and prioritised effectively.

Ensuring all secretarial and administrative processes and systems reflect best practice, reviewing these and making improvements where necessary, in line with organisational needs.

Ensuring that all office records and documents are managed and stored efficiently and in line with document control and Data Protection Policies.

Develop and maintain confidential electronic systems and databases delivery of the role.

Organise and manage the diaries of the board/executive team in a proactive way to maximise use of time. Annual leave and cover arrangement must be communicated to others effectively.

Dealing with telephone enquiries and e mail correspondence in a timely and proficient manner this may include coordination of information required to respond to an enquiry.

Preparation of letters, communications, papers and presentation materials and ensuring these are tailored as required to meet the specific needs of the recipients.Prioritise and manage a diverse workload and deliver this workload in a professional manner, maintaining diplomacy and confidentiality in communicating highly sensitive or contentious issues with people of all levels within the Trust and outside of the organisation, applying tact and discretion to promote the reputation of the Trust. Welcoming visitors in a professional manner.

Take responsibility as required for certain team-wide roles such as absence cover, coordination of the executive on-call rota, development and implementation of processes that support the smooth running of the office.

Ensure a clean, safe and welcoming office environment is maintained and support for significant meetings / corporate events/ Board level recruitment and induction processes.

Person Specification

Qualifications and Education

Essential

• Degree level of Education or equivalent experience
• Evidence of continual professional development

Desirable

• Secretarial Qualification

Knowledge and Experience

Essential

• Excellent IT skills with a high proficiency in Microsoft Office
• Advanced minute taking at Board / Sub - Board level Committees
• Demonstrable experience as Senior Secretary / PA working in a busy office environment
• Ability to understand and apply policies and procedures.

Desirable

• Experience of managing bespoke IT systems e.g MES Declare or similar
• NHS experience and familiarity with NHS governance structures and policies
• Previous PA experience at CEO or Director level
• Experience of working in a customer-focused environment
• Experience of dealing with politically sensitive situations and information

Values and Behaviours

Essential

• Motivated to 'be the best' - must live by LHCH 'IMPACT' values and behaviours and in particular demonstrate strong team ethos

Organisational Skills

Essential

• Self-motivated, proactive with excellence time management skills
• Flexible, adaptable with the ability to implement change
• Must be able to plan and manage own workload and work unsupervised

Interpersonal Skills

Essential

• Excellent interpersonal skills and the ability to utilise them effectively within a multidisciplinary team environment
• Ability to communicate effectively with staff and visitors face to face, via the telephone or via email.
• Ability to listen effectively, interpret what is needed and determine any possible support that the role can provide
• Able to act with tact and sensitivity and to establish trust and confidence in the team

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 & Chest Hospital

Thomas Drive

Liverpool

L14 3PE

Employer's website

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