Job summary
NUPAS
is recruiting for an Executive Assistant to provide high-level professional and
administrative support to the Executive Team. This role requires an
exceptionally organised, practical and proactive individual who can manage
competing priorities with discretion, efficiency and professionalism. The successful candidate will bring an
enthusiastic and solutions-focused approach, enabling them to deliver seamless
executive support, coordinate governance and operational activity, and maintain
robust administrative systems across the organisation. In addition to
supporting the Executive team, the role includes structured business and
marketing administration responsibilities, including stakeholder communications
and coordinated mail-outs.
This
is an opportunity to join one of the leading organisations supporting womens
reproductive choice. It is essential that the postholder shares our commitment
to patient-centred care and the right to choose, demonstrating professionalism,
integrity and alignment with our values in all aspects of their work.
This advert will close early if there are a lot of applicants, so we encourage you to apply early.
Main duties of the job
Manage complex dynamic diaries,
prioritising competing demands, ensuring strategic alignment of time
Coordinate internal/external meetings,
including preparation of agendas, briefing documents & minutes
Draft correspondence, reports &
presentations
Act as first point of contact for
executive-level communications, screening, prioritising appropriately
Maintain confidential records, handle
sensitive information with discretion
Manage complex dynamic diaries,
prioritising competing demands, ensuring strategic alignment of time
Coordinate internal, external meetings,
including preparation of agendas, briefing documents & minutes
Draft high-quality correspondence, reports &
presentations
Act as first point of contact for
executive-level communications, screening & prioritising appropriately
Maintain confidential records, handle
sensitive information with discretion
Track distribution metrics, maintain records of engagement
activity
Support website content updates, internal
communications distribution
Assist in organising promotional events,
stakeholder engagement sessions or service launches
This element of the role is administrative coordination-based rather than strategic marketing ownership
Provide structured administrative support
across departments as required
Develop, maintain effective electronic
filing, document control systems
Manage the archiving of patient records
Coordinate travel, events, stakeholder
visits
Full detail in JD
About us
NUPAS is one of the leading organisations supporting women's reproductive choices.
Pro-choice is a must.
The post holder will have a duty to ensure that the principles of patient, carer and public involvement and engagement are adhered to in line with Section 11 of The Health and Social Care Act 2012 for Improving Patient Experience.
NUPAS is committed to safeguarding and safeguarding children, young people and vulnerable adults is everyone's responsibility. DBS checks are standard on all prospective employees, the level of this check will be determined by the job type.
All staff are required to adhere to the principles of patient centred care as detailed in the NICE Quality Standard for Patient Experience and to treat patients with dignity, kindness, compassion, courtesy, respect, understanding and honesty.
The post holder will, in support of the NUPAS values, ensure that everyone is treated as an individual, and will acknowledge and value difference in order to treat everyone fairly.
Job description
Job responsibilities
Key
Responsibilities
1. Executive Leadership Support
Manage complex and dynamic diaries,
prioritising competing demands and ensuring strategic alignment of time.
Coordinate internal and external meetings,
including preparation of agendas, briefing documents and minutes.
Draft high-quality correspondence, reports and
presentations.
Act as first point of contact for
executive-level communications, screening and prioritising appropriately.
Maintain confidential records and handle
sensitive information with discretion.
2. Executive Leadership Support
Manage complex and dynamic diaries,
prioritising competing demands and ensuring strategic alignment of time.
Coordinate internal and external meetings,
including preparation of agendas, briefing documents and minutes.
Draft high-quality correspondence, reports and
presentations.
Act as first point of contact for
executive-level communications, screening and prioritising appropriately.
Maintain confidential records and handle
sensitive information with discretion.
Track distribution metrics and maintain records of engagement
activity.
Support website content updates and internal
communications distribution (where appropriate).
Assist in organising promotional events,
stakeholder engagement sessions or service launches.
This element of the role is administrative and
coordination-based rather than strategic marketing ownership.
3. Operational & Administrative Support
Provide structured administrative support
across departments as required.
Develop and maintain effective electronic
filing and document control systems.
Manage the archiving of patient records
Coordinate travel, events and stakeholder
visits.
Maintain organisational templates and
standardised documentation.
4. Continuous Improvement
Identify inefficiencies in executive and
administrative processes and propose improvements.
Support implementation of digital tools to
improve workflow and communication.
Contribute to developing professional
administrative standards across the organisation.
Additional
Information
Confidentiality
Employees
must not make unauthorised copies or disclose confidential or commercially
sensitive
organisation information to unauthorised parties.
Employees
are required to use the email and internet systems responsibly and to exercise
a high level of caution when transmitting confidential information.
Behaviour
Employees
are expected to observe the highest standards of personal and professional behaviour
such that clients, fellow workers and others have confidence in their
integrity.
Employees
are expected to show respect, sensitivity and courtesy to all those they encounter
during their work
Health and Safety
All
employees must observe all safety rules and follow safe working practices.
No Smoking
Under the
Health Act 2006, all enclosed or substantially enclosed workplaces and organisation
vehicles must be smoke-free. To help to
create a healthy and safe working environment and protect employees and clients
from the effects of ill health associated with smoking and passive smoking, all
organisation land and buildings and organisation vehicles will be designated
smoke-free.
Personal Property
The organisation
does not accept responsibility for personal property brought on to the organisations
premises. Articles lost or found on organisation
premises should be reported to a line manager.
Cars are parked on the organisations property at your risk.
Registered Health Professionals
All organisation
employees who are required to register with a professional body, to enable them
to practice within their profession, are required to always comply with their
code of conduct and requirements of their professional registration.
Safeguarding
Responsibilities
All staff have a responsibility to
understand and adhere to the requirements of organisation policy and protocols
when dealing with Children, Young People and Vulnerable Adults. All employees must share the organisations
commitment to protect, safeguard and promote the welfare of children, young
people and vulnerable adults.
Information
Governance
All staff
have a responsibility to ensure full compliance with Information Governance at
all times which includes data protection, confidentiality and information
security. Staff need to understand and
make themselves fully aware of all organisation policies and procedures related
to information governance.
Job description
Job responsibilities
Key
Responsibilities
1. Executive Leadership Support
Manage complex and dynamic diaries,
prioritising competing demands and ensuring strategic alignment of time.
Coordinate internal and external meetings,
including preparation of agendas, briefing documents and minutes.
Draft high-quality correspondence, reports and
presentations.
Act as first point of contact for
executive-level communications, screening and prioritising appropriately.
Maintain confidential records and handle
sensitive information with discretion.
2. Executive Leadership Support
Manage complex and dynamic diaries,
prioritising competing demands and ensuring strategic alignment of time.
Coordinate internal and external meetings,
including preparation of agendas, briefing documents and minutes.
Draft high-quality correspondence, reports and
presentations.
Act as first point of contact for
executive-level communications, screening and prioritising appropriately.
Maintain confidential records and handle
sensitive information with discretion.
Track distribution metrics and maintain records of engagement
activity.
Support website content updates and internal
communications distribution (where appropriate).
Assist in organising promotional events,
stakeholder engagement sessions or service launches.
This element of the role is administrative and
coordination-based rather than strategic marketing ownership.
3. Operational & Administrative Support
Provide structured administrative support
across departments as required.
Develop and maintain effective electronic
filing and document control systems.
Manage the archiving of patient records
Coordinate travel, events and stakeholder
visits.
Maintain organisational templates and
standardised documentation.
4. Continuous Improvement
Identify inefficiencies in executive and
administrative processes and propose improvements.
Support implementation of digital tools to
improve workflow and communication.
Contribute to developing professional
administrative standards across the organisation.
Additional
Information
Confidentiality
Employees
must not make unauthorised copies or disclose confidential or commercially
sensitive
organisation information to unauthorised parties.
Employees
are required to use the email and internet systems responsibly and to exercise
a high level of caution when transmitting confidential information.
Behaviour
Employees
are expected to observe the highest standards of personal and professional behaviour
such that clients, fellow workers and others have confidence in their
integrity.
Employees
are expected to show respect, sensitivity and courtesy to all those they encounter
during their work
Health and Safety
All
employees must observe all safety rules and follow safe working practices.
No Smoking
Under the
Health Act 2006, all enclosed or substantially enclosed workplaces and organisation
vehicles must be smoke-free. To help to
create a healthy and safe working environment and protect employees and clients
from the effects of ill health associated with smoking and passive smoking, all
organisation land and buildings and organisation vehicles will be designated
smoke-free.
Personal Property
The organisation
does not accept responsibility for personal property brought on to the organisations
premises. Articles lost or found on organisation
premises should be reported to a line manager.
Cars are parked on the organisations property at your risk.
Registered Health Professionals
All organisation
employees who are required to register with a professional body, to enable them
to practice within their profession, are required to always comply with their
code of conduct and requirements of their professional registration.
Safeguarding
Responsibilities
All staff have a responsibility to
understand and adhere to the requirements of organisation policy and protocols
when dealing with Children, Young People and Vulnerable Adults. All employees must share the organisations
commitment to protect, safeguard and promote the welfare of children, young
people and vulnerable adults.
Information
Governance
All staff
have a responsibility to ensure full compliance with Information Governance at
all times which includes data protection, confidentiality and information
security. Staff need to understand and
make themselves fully aware of all organisation policies and procedures related
to information governance.
Person Specification
Experience
Essential
- Proven experience as an Executive Assistant or senior administrator supporting senior leadership 3 years +.
- Experience coordinating communications or structured mail-outs.
- Strong organisational and prioritisation skills.
- Excellent written communication skills.
- Professional Discretion.
- Advanced Microsoft Office proficiency (Outlook, Word, PowerPoint, Excel).
- Ability to manage confidential and sensitive information.
- Understanding of GDPR principles relating to contact databases and communications.
Desirable
- Experience within healthcare, public sector or regulated environments.
- Experience supporting marketing or stakeholder engagement activity.
- Familiarity with email marketing platforms (e.g., Mailchimp or similar).
- Experience supporting board governance processes.
Person Specification
Experience
Essential
- Proven experience as an Executive Assistant or senior administrator supporting senior leadership 3 years +.
- Experience coordinating communications or structured mail-outs.
- Strong organisational and prioritisation skills.
- Excellent written communication skills.
- Professional Discretion.
- Advanced Microsoft Office proficiency (Outlook, Word, PowerPoint, Excel).
- Ability to manage confidential and sensitive information.
- Understanding of GDPR principles relating to contact databases and communications.
Desirable
- Experience within healthcare, public sector or regulated environments.
- Experience supporting marketing or stakeholder engagement activity.
- Familiarity with email marketing platforms (e.g., Mailchimp or similar).
- Experience supporting board governance processes.
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.
