Job summary
Band 5 Executive Assistant
We are looking for highly motivated, efficient and personable Executive Assistants to support our Executive Directors. You will work as part of a team that provides support to the Trust's Executive Team, and will be required to work closely with them to ensure a professional, comprehensive support service.
Given the importance of this role in interfacing with the public and senior partners across the Coventry and Warwickshire health and social care system, we are looking for individuals that will be great ambassadors for our Trust, consistently demonstrating our core values.
Required to work to a very high standard of accuracy, you will have excellent organisational skills and be able to demonstrate initiative in planning your own workload in a way that supports the Executive Directors.
The ideal candidate will be a highly experienced PA/EA . A team player who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. The ability to prioritise workload and work on your own initiative is essential, as is a professional and friendly outlook.
Proven diary management skills, minute taking experience and excellent Microsoft Office skills are required. Discretion and diplomacy are essential.
Main duties of the job
Working with the Executive team provides job variety, and an opportunity to work with a diverse range of multidisciplinary stakeholders. This will include engaging with senior leaders This necessitates intuitive, considered and effective communication skills.
Maintaining oversight of the Executive Directors' workload and diary, ensuring the best use of their time and resolving issues independently.
Manage the Executive Director's inbox to prioritise work - highlighting issues that need immediate attention, responding to requests, consulting and advising as well as delegating to other staff as appropriate.
About us
At Coventry and Warwickshire Partnership NHS Trust (CWPT), we deliver a wide range of physical, mental health, learning disability and autism services, and are proud to serve communities across Coventry, Warwickshire and beyond.
We put 'people at our heart'; this ethos is at the centre of everything we do and how we do it. We care for our staff and colleagues as much as they care for others and offer a wide range of benefits and development opportunities.
These include:
- generous annual leave entitlement which increases during your time with us
- excellent learning and development opportunities, including apprenticeship frameworks, distance learning, internal training, coaching and mentoring, and much more
- salary sacrifice schemes for lease car/ vehicle, Cycle to Work, home and electronics, gym membership and more
- discounts with a range of retailers, restaurants and entertainment venues through our Employee Assistance Programme and NHS discount schemes
- wellbeing support, including an in-house counselling service, external helpline and more
- staff networks and support groups
We're always on the lookout for people who share our passion for improving the lives and wellbeing of people in our community, as well as our values of compassion, collaboration, excellence, integrity and respect.
Job description
Job responsibilities
Provide an efficient, high quality and confidential administrative and executive support function to the allocated Chief Officer(s)/Director(s) by planning, prioritising, and managing complex, conflicting and priority workloads and portfolios.
Be aware of the environment within which the Trust operates so as to ensure the effective and appropriate use of the allocated Chief Officers/Directors time through prioritising appointments, dealing with correspondence, and dealing with senior staff from the NHS and other organisations.
Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, acting, where appropriate, in the absence of the senior members of the Trust.
Type correspondence reports and other documents to a high standard and with due respect for confidentiality and corporate style.
Job description
Job responsibilities
Provide an efficient, high quality and confidential administrative and executive support function to the allocated Chief Officer(s)/Director(s) by planning, prioritising, and managing complex, conflicting and priority workloads and portfolios.
Be aware of the environment within which the Trust operates so as to ensure the effective and appropriate use of the allocated Chief Officers/Directors time through prioritising appointments, dealing with correspondence, and dealing with senior staff from the NHS and other organisations.
Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
Ensure all communication is dealt with in a timely, efficient manner and deadlines are met, acting, where appropriate, in the absence of the senior members of the Trust.
Type correspondence reports and other documents to a high standard and with due respect for confidentiality and corporate style.
Person Specification
Qualifications
Essential
- Degree, or NVQ Level 4 plus relevant experience to degree level or equivalent
Knowledge and Skills
Essential
- Developing agendas, minute taking experience.
- Arrange and co-ordinate meetings and distribution of papers.
- Accurate Message taking and distribution
- Manage, prioritise, and distribute incoming and outgoing post
- Excellent communication skills
- Able to manage competing work pressures and prioritise effectively
- Accurate and comprehensive minute taking ability
- Excellent teamwork skills
- Ability to use own judgement and determine when to escalate concerns.
Experience
Essential
- Significant secretarial experience at a senior level
- Proven experience of unsupervised administrative work in a busy office environment.
- Previous experience of using software packages and in particular Word, PowerPoint, and Outlook.
- Preparation of presentation and briefing papers
- Ability to work autonomously and deliver to challenging deadlines.
- Ability to analyse and solve complex and conflicting priorities.
Ohter
Essential
- High levels of accuracy and attention to detail
- Ability to cope with fluctuating volumes of work.
- Ability to communicate effectively with Directors and senior managers within and external to the organisation
- Confidentiality
- The ability and confidence to speak to service users face to face or on the telephone on a daily basis and often in difficult situations.
- Able to travel to and support meetings at venues across Coventry and Warwickshire.
Person Specification
Qualifications
Essential
- Degree, or NVQ Level 4 plus relevant experience to degree level or equivalent
Knowledge and Skills
Essential
- Developing agendas, minute taking experience.
- Arrange and co-ordinate meetings and distribution of papers.
- Accurate Message taking and distribution
- Manage, prioritise, and distribute incoming and outgoing post
- Excellent communication skills
- Able to manage competing work pressures and prioritise effectively
- Accurate and comprehensive minute taking ability
- Excellent teamwork skills
- Ability to use own judgement and determine when to escalate concerns.
Experience
Essential
- Significant secretarial experience at a senior level
- Proven experience of unsupervised administrative work in a busy office environment.
- Previous experience of using software packages and in particular Word, PowerPoint, and Outlook.
- Preparation of presentation and briefing papers
- Ability to work autonomously and deliver to challenging deadlines.
- Ability to analyse and solve complex and conflicting priorities.
Ohter
Essential
- High levels of accuracy and attention to detail
- Ability to cope with fluctuating volumes of work.
- Ability to communicate effectively with Directors and senior managers within and external to the organisation
- Confidentiality
- The ability and confidence to speak to service users face to face or on the telephone on a daily basis and often in difficult situations.
- Able to travel to and support meetings at venues across Coventry and Warwickshire.
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.
