Job summary
Are you a highly experienced Executive Assistantworking at executive level post? Or are you a Personal Assistant/Secretary looking for a challenge and potentially the chance to develop your career within the corporate field?
University Hospitals Dorset Foundation Trust is offering a fantastic opportunity to use and further develop your skills and experience to work at the heart of a well-respected NHS organisation. Our Chief Executive, is seeking an exceptional individual to be part of the Executive Services team, overseeing the day-to-day corporate business of the organisation. You'll need to be a very organised, motivated, diligent and resilient individual, who is able to provide a high quality, efficient administrative and secretarial service to the Chair and Chief Executive of the Trust. The role involves exposure to corporate business and some high-level operations, as well as working within a broader team providing support to our Executives and senior colleagues.
Given the importance of this role in interfacing with the public and senior partners across the Dorset health and social care system, we are looking for an individual that will be a great ambassador for our Trust, consistently demonstrating our core values of being caring, one team, listening to understand, open & honest, always improving and inclusive.
Main duties of the job
The Trust consists of three main sites - The Royal Bournemouth Hospital, Christchurch Hospital & Poole Hospital. The Executive Assistant will work across our two main sites at Bournemouth and Poole with very occasional need to visit other sites. The post holder will be supported on a day-to-day basis by the Business Manager to the CEO and Chair who also line manages the post. The seasoned senior Executive Assistants work as a team to support each other and will be on hand to onboard and support the new incumbent.
This is a full time vacancy (37.5 hours per week) that broadly needs to cover office hours (08:30 - 16:30, Monday to Friday), with some element of flexible working. We are looking for the successful candidate to start at the earliest opportunity.
About us
Base Location: Royal Bournemouth and Poole Hospital. It is anticipated that the majority of the hours will be worked on site. There is some flexibility around working hours but the role requires daily contact with the Chief Executive to manage the changing nature of the work.
Interview date: TBC
Our values define who we are as #TeamUHD. They underpin everything we do now and in the future. They define how we treat our patients, visitors, and each other, our valued team mates and colleagues.
UHD are investing in services across the Trust, with many being transformed and developed following merger and the New Hospital Programme
In some cases this means that a services may move site this year or next, either temporarily or long term. Recruiting Managers interviewing for this role will be happy to answer any specific questions that you have at interview
Job description
Job responsibilities
The role purpose is to provide high quality administration and efficient support as the EA to the Chief Executive and Chair.
The EA manages the Chief Executives and Chairs diaries which takes up a significant part of the workload. Alignment of diaries across large numbers of busy executives and clinical leads is a challenging part of the role. In addition to internal liaison, the EA communicates with stakeholder organisations on a regular basis including the CQC, local MPs, NHS Dorset, NHS England, other NHS Trusts, BPC and Dorset Councils, and other organisations outside of Dorset. Due to changing priorities both locally and nationally, diaries require constant revision. It is important that the post-holder is able to manage this key element of the role.
The EA acts as the first point of contact, including managing all incoming mail and email, telephone calls and messages. This will include answering calls from the public and patients who are seeking to speak to the Chief Executive and Chair, including complainants.
The post holder will need to develop a close working relationship with the CEO and Chair, agreeing processes and workload management. The role is line managed by the Business Manager to the Chief Executive and Chair who offers professional and day-to-day support and covers the post during periods of annual leave.
The EA also is responsible for supporting the monthly Trust Management Group producing minutes and managing the associated action tracker.
If you would like to arrange a conversation prior to applying, please contact Julia Yeates (Business Manager to the Chief Executive & Chair) via julia.yeates@uhd.nhs.uk
Job description
Job responsibilities
The role purpose is to provide high quality administration and efficient support as the EA to the Chief Executive and Chair.
The EA manages the Chief Executives and Chairs diaries which takes up a significant part of the workload. Alignment of diaries across large numbers of busy executives and clinical leads is a challenging part of the role. In addition to internal liaison, the EA communicates with stakeholder organisations on a regular basis including the CQC, local MPs, NHS Dorset, NHS England, other NHS Trusts, BPC and Dorset Councils, and other organisations outside of Dorset. Due to changing priorities both locally and nationally, diaries require constant revision. It is important that the post-holder is able to manage this key element of the role.
The EA acts as the first point of contact, including managing all incoming mail and email, telephone calls and messages. This will include answering calls from the public and patients who are seeking to speak to the Chief Executive and Chair, including complainants.
The post holder will need to develop a close working relationship with the CEO and Chair, agreeing processes and workload management. The role is line managed by the Business Manager to the Chief Executive and Chair who offers professional and day-to-day support and covers the post during periods of annual leave.
The EA also is responsible for supporting the monthly Trust Management Group producing minutes and managing the associated action tracker.
If you would like to arrange a conversation prior to applying, please contact Julia Yeates (Business Manager to the Chief Executive & Chair) via julia.yeates@uhd.nhs.uk
Person Specification
Qualifications
Essential
- Degree in secretarial, management, administration or business studies or equivalent knowledge gained through experience
Desirable
- NVQ Level 3 or equivalent
Experience
Essential
- Previous experience of working as a PA or EA at Senior / Director Level
- Experience of managing multiple diaries
- Experience of taking and writing minutes, summarising discussions and writing reports;
- Ability to respond to constantly changing demands and re-prioritise
Desirable
Knowledge
Essential
- Knowledge of secretarial admin processes and practices
- Knowledge of Confidentiality & Data Protection
Desirable
- Knowledge of NHS policies and procedures
- Knowledge of Microsoft Office 365, Sharepoint and Teams.
Personal Attributes
Essential
- Demonstrates a commitment to the Trust's values;
- Positive attitude, conscientious and self-motivated
- Ability to work both as part of a multi- disciplinary team and autonomously;
Desirable
- Willingness to learn and expand skills
Person Specification
Qualifications
Essential
- Degree in secretarial, management, administration or business studies or equivalent knowledge gained through experience
Desirable
- NVQ Level 3 or equivalent
Experience
Essential
- Previous experience of working as a PA or EA at Senior / Director Level
- Experience of managing multiple diaries
- Experience of taking and writing minutes, summarising discussions and writing reports;
- Ability to respond to constantly changing demands and re-prioritise
Desirable
Knowledge
Essential
- Knowledge of secretarial admin processes and practices
- Knowledge of Confidentiality & Data Protection
Desirable
- Knowledge of NHS policies and procedures
- Knowledge of Microsoft Office 365, Sharepoint and Teams.
Personal Attributes
Essential
- Demonstrates a commitment to the Trust's values;
- Positive attitude, conscientious and self-motivated
- Ability to work both as part of a multi- disciplinary team and autonomously;
Desirable
- Willingness to learn and expand skills
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.
