Job summary
Executive Assistant to Director of Programmes and Chief Operating Officer
An exceptional opportunity for a pro-active and highly organised Executive Assistant to join the West of England Academic Health Science Network (AHSN) based in Bristol.
This is a unique position to continue a career as Executive personal assistant and dive into the health world in a growing dynamic organisation with award winning teams at the heart of innovation in the NHS,
The role is busy, varied and important, working closely Directors to make sure their diaries support their strategic priorities. Key responsibilities include complex diary management to ensure effective use of their time, preparation of presentations, providing briefing papers and ensuring meetings are well prepared and to provide meeting support. Ultimately, you enable the Directors to optimize their time and follow-through on commitment internally and externally.
The successful candidate will have previous experience as a PA at executive level and have excellent organisational skills, ability to manage complex prorities, a high level of competency in using Microsoft Office and the ability to work under pressure, prioritise workloads and work to deadlines. Excellent communication skills, both written and verbal, are required and the postholder will have the ability to liaise with staff at all levels and work effectively as part of a team.
Main duties of the job
The Executive Assistant role has a wide span of responsibility and will ensure that necessary systems are in place to provide; a responsive and efficient administrative, personal assistant and secretarial service to the Director of Programmes and Chief Operating Officer
The postholder will provide comprehensive administrative support to the Leadership Team meetings. It is essential that the postholder undertakes the extensive duties with flexibility, initiative, and enthusiasm, operating as an integral member of staff within the AHSN office. The postholder will be responsible for training and administration associated with corporate business systems (Verto and Zoho).
Further Information from Mandy.Amesbury@nhs.net
About us
At the RUH we're proud to put people at the heart of what we do, working together as one team to make a difference for our patients, each other, and our community. No matter what your role is, we value everyone's contribution in supporting the exceptional, person-centred care we pride ourselves on.
We are committed to creating a compassionate and inclusive environment. This can be seen in our growing community of staff networks - celebrating successes and creating opportunities to listen and learn. We value our differences, champion kindness and civility, and truly believe that diversity makes us stronger.
A culture of learning, developing and innovating is the thread that runs throughout our whole organisation. We want to support you to thrive, taking your career to its full potential.
We value staff wellbeing, with a well-established programme of support. We believe in a holistic approach spanning all aspects of living a healthy life, including physical, emotional, spiritual and financial wellbeing. We've even got a pool!
We are committed to supporting you and hope you want to join our team. In the meantime, find out more about living and working the beautiful historic city of Bath, learn about our extensive package of staff benefits, and read about how we're providing healthcare fit for the future with the landmark Dyson Cancer Centre and our passion for research.
Job description
Job responsibilities
Please find attached to the vacancy a detailed person specification and job description for further information about this role.
Job description
Job responsibilities
Please find attached to the vacancy a detailed person specification and job description for further information about this role.
Person Specification
Qualifications and Training
Essential
- Degree or equivalent
- Professional Secretarial qualification and minute taking skills
- Knowledge of administrative procedures
- Evidence of continued professional development
Desirable
- ECDL or equivalent
- Business administration qualification
Knowledge and Experience
Essential
- Significant and demonstrable experience in a Personal Assistant/EA role in during which they have developed:
- Highly effective knowledge of NHS Policies / Procedures at national and local level
- Ability to review/audit/critically evaluate services and processes and identify and implement changes to improve them
Desirable
- NHS, healthcare or public section environment
Specific Skills
Essential
- Role-models AHSN Values and Respect behaviours at all times
- Able to cope effectively when under severe pressure whilst continuing to work to tight deadlines. Excellent time management skills
- Excellent organisational, interpersonal, leadership, influencing, presentation and administrative skills.
- Ability to multi-task and cope with competing demands.
- Independently manage complex and rapidly changing workload within guidelines.
- Ability to work independently and as an effective team member
- Take minutes at meetings, ensuring actions are completed.
- Enthusiastic and positive attitude.
- Commitment to continuous professional development.
- Computer literate and high level of IT expertise and skills.
- Independently maintain knowledge of Government's health care agenda. Political awareness.
- Manage delivery of a high standard of customer service and quality.
- Ability to prioritise and manage own and others' workload and time.
- Ability to implement changes to working procedures, use negotiating and empathic skills to motivate staff to accept changes in working practices.
- Excellent organisational skills to effectively manage business activities
Person Specification
Qualifications and Training
Essential
- Degree or equivalent
- Professional Secretarial qualification and minute taking skills
- Knowledge of administrative procedures
- Evidence of continued professional development
Desirable
- ECDL or equivalent
- Business administration qualification
Knowledge and Experience
Essential
- Significant and demonstrable experience in a Personal Assistant/EA role in during which they have developed:
- Highly effective knowledge of NHS Policies / Procedures at national and local level
- Ability to review/audit/critically evaluate services and processes and identify and implement changes to improve them
Desirable
- NHS, healthcare or public section environment
Specific Skills
Essential
- Role-models AHSN Values and Respect behaviours at all times
- Able to cope effectively when under severe pressure whilst continuing to work to tight deadlines. Excellent time management skills
- Excellent organisational, interpersonal, leadership, influencing, presentation and administrative skills.
- Ability to multi-task and cope with competing demands.
- Independently manage complex and rapidly changing workload within guidelines.
- Ability to work independently and as an effective team member
- Take minutes at meetings, ensuring actions are completed.
- Enthusiastic and positive attitude.
- Commitment to continuous professional development.
- Computer literate and high level of IT expertise and skills.
- Independently maintain knowledge of Government's health care agenda. Political awareness.
- Manage delivery of a high standard of customer service and quality.
- Ability to prioritise and manage own and others' workload and time.
- Ability to implement changes to working procedures, use negotiating and empathic skills to motivate staff to accept changes in working practices.
- Excellent organisational skills to effectively manage business activities
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).
