Executive Personal Assistant

Job description

Job responsibilities

Job purpose

To provide comprehensive high quality Executive Personal Assistant (EPA) support to the Executive Directors.

The EPA will ensure the efficient and effective use of their time and support their workload accordingly and provide a comprehensive and efficient EPA/secretarial service through a variety of administrative and clerical tasks.

The EPA will work flexibly to provide support to the wider Executive team and cover for other EPAs as required during annual and other leave, and during busy periods.

Key Result Areas

To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.

To provide direct support in handling and management of communication to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public. Ensuring a high level of professionalism and confidentiality at all times.

Acts as a focal point for all enquiries. Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate.

To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

High level of flexibility required to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.

Excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.

Producing documents using a variety of software packages.

Collation and preparation of agendas and supporting papers. Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.

Composing, typing and sending out routine letters with and without Executive approval, and preparing more complex correspondence for approval.

Combining material, often of a specialised or technical nature, from a number of different sources to produce written reports with discretion on presentation format. Collating and analysing information as required.

To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.

Devise and implement systems to ensure adherence to deadlines are met.

To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.

Work flexibly to provide cover and support the Executive Admin Team.

It is expected that the postholder will undertake formal Loggist training and participate on a Loggist rota as required.

To recognise the importance, sensitivity and confidentiality of issues at all times, and therefore acting using the upmost discretion

KNOWLEDGE, SKILLS AND EXPERIENCE

• Ability to independently interpret and analyse information and facts to solve varied problems
• Ability to communicate complicated or sensitive information with varied audiences in person and/or writing
• Ability to work under a high degree of pressure including meeting unpredictable deadlines and dealing with conflicting demands.
• Advanced knowledge of administrative and secretarial procedures
• Computer skills at either OCR Advanced (RSA III) level or ECDL Extra qualification and use of Microsoft Office applications and e-mail

Excellent administrative and organisational skills and a high level of attention to detail.

Ability to work effectively in challenging situations, providing flexible support as required.

Able to use the Trac system to support recruitment processes and form part of interview panels if required.

DECISION MAKING

Directs callers, both face to face and over the telephone, to the most appropriate member of the Executive Directors team depending on the nature of the enquiry.

Directs incoming mail to the appropriate member of the Executive Directors team depending on its contents.

Person Specification

Qualitifcation and Training

Essential

• oProfessional secretarial/admin qualifications at NVQ level 3 or equivalent
• oGCSE or equivalent qualifications in Maths and English
• oEuropean computer driving licence or equivalent word processing qualification or equivalent experience
• oAdvanced knowledge of IT systems

Desirable

• Incident loggist training
• Evidence of ongoing professional development / training

Experience

Essential

• oExperience of providing PA support to executives /senior leaders
• oExperience of diary management
• oExperience of meeting facilitation and minute taking
• oExperience of planning and organising in a busy and demanding work environment

Desirable

• oExperience of working in a healthcare environment

Skills and Knowledge

Essential

• oAble to prioritise and plan the workload flows in a busy environment and to tight deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary
• oAble to demonstrate good office management skills including reviewing and setting up systems
• oExcellent verbal and written communication skills
• oAble to establish and maintain effective working relationships at all levels of the organisation and external contacts

Personal Attributes

Essential

• oSelf-motivated, proactive and innovative
• oAbility to work on own initiative
• oAbility to work flexibly
• oExcellent personal organisation
• Demontrates Trust Values Compassion, Ambition, Respect, Encouragement

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Chesterfield Royal Hospital NHS Foundation Trust

Address

Chesterfield Royal Hospital

Calow

Chesterfield

S44 5BL

Employer's website

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