Job summary
A job share opportunity has arisen to provide a comprehensive Executive Assistant and Personal Assistant service to the Deputy Chief Executive for three days a week. We are looking for an excellent individual who is meticulous and has extensive experience as an Executive Assistant and/ or Personal Assistant.
We are looking for an enthusiastic and motivated individual, with excellent communication and organisational skills, to join our admin team to ensure the smooth running of the Deputy Chief Executive Office and effective internal and external liaison to contribute to the successful running of the Trust as a whole.
The job share position will provide full support to the Deputy Chief Executive and to the Head of Deputy Chief Executive Office when required.
The Executive Assistant is a pivotal role with the DCEO. The post holder is responsible for providing high quality, efficient and proactive diary management, and high-level administrative and secretarial support to the Deputy Chief Executive to enable them to fulfil their role effectively.
The post holder will be a key point of contact for the Deputy Chief Executive, and must be highly organised and proactive in approach, able to work effectively under pressure and at pace, and able to work in a collegiate and positive way with staff at all levels. The post holder will be required to work alongside the other job share holder to ensure the smooth running of the Deputy Chief Executive Office.
Main duties of the job
The ideal candidate will be able to communicate effectively and manage a varied workload to a high standard. They will be highly proactive and personable, with the ability to work independently and part of a wider team. This is an excellent opportunity for those with excellent diary management experience.
The role will include:
- Complex diary management to ensure that the Deputy Chief Executive's time is used strategically and efficiently
- Planning and arranging corporate meetings and events with internal and external stakeholders, and working collaboratively with colleagues
- Maintaining an effective administrative system within the Deputy Chief Executive's Private Office
- The post holder will be required to exercise independent judgement and initiative when dealing with queries, and will also be expected to work with minimum supervision. They must act in a professional manner at all times, and maintain confidentiality.
About us
The Deputy Chief Executive has a wide portfolio of programmes and deliverables including the development, implementation, delivery and monitoring of Trust wide programmes. This includes the Trust Operating Model and the recent merger with The Royal Brompton and
Harefield NHS Trust, Innovation, Improvement and Commercial work streams, Trust Major Programmes and initiatives, as well as corporate responsibilities expected of the Deputy Chief Executive in supporting the operations and strategic ambitions of the Trust.
Job description
Job responsibilities
- Proactively and strategically manage the diary of the Deputy Chief Executive by ensuring there are no clashes, prioritising appointments appropriately so the Deputy Chief Executive is able to utilise theirtime effectively.
- Ensure diary invitations and relevant papers for meetings are circulated and prepared in a timely manner
- Organise all travel arrangements, room bookings for the Deputy Chief Executive
- Preparing agendas and taking minutes, producing these to a high standard and in a timelymanner.
- Support the DCEO with maintaining an effective and central filingsystem for all incoming and outgoing correspondence from the Deputy Chief Executive Office
- Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- Determine the appropriate handling for incoming and outgoing communication by exercising the highest levels of skill and judgement.
- Monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory
Job description
Job responsibilities
- Proactively and strategically manage the diary of the Deputy Chief Executive by ensuring there are no clashes, prioritising appointments appropriately so the Deputy Chief Executive is able to utilise theirtime effectively.
- Ensure diary invitations and relevant papers for meetings are circulated and prepared in a timely manner
- Organise all travel arrangements, room bookings for the Deputy Chief Executive
- Preparing agendas and taking minutes, producing these to a high standard and in a timelymanner.
- Support the DCEO with maintaining an effective and central filingsystem for all incoming and outgoing correspondence from the Deputy Chief Executive Office
- Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.
- Determine the appropriate handling for incoming and outgoing communication by exercising the highest levels of skill and judgement.
- Monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory
Person Specification
Qualifications/ Education
Essential
- Degree level education or equivalent experience, knowledge and skills
- Management/Secretarial or equivalent relevant training/experience
Previous experience
Essential
- Extensive experience working as PA/Executive Assistant at senior manager level/executive/board level.
- Experience of working in a large organisation
- Experience of working under pressure, with strict deadlines and dealing with a range of complex issues, sometimes leading to conflicting priorities e.g. national and local reporting targets, managing conflicting diary appointments at senior management level to bring about a resolution.
Desirable
- Proven experience of organising events
- Experience of working in the NHS
- Experience of a wide range of Trust procedures and practices
Skills/Knowledge/ Ability
Essential
- Excellent organisation skills with the ability to deal with competing demands and high workloads.
- Excellent written skills, with the ability to communicate in a sensitive manner which includes writing letters, preparing reports and information for distribution
- Ability to prioritise, screen and handle calls on behalf of a senior management team
- Ability to be flexible and adaptable and cope with frequent and unpredictable interruptions
- Ability to prioritise and make decisions, following clear procedures and using initiative to develop new working methods
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages or databases as required
- Advance keyboard skills and able to type at least 50 wpm
- Understanding confidentiality issues when handling client data, alongside the implications of the Data Protection Act
- Strong attention to detail and able to produce accurate and detailed work
Communication
Essential
- Excellent telephone manner
- Very well developed oral and listening communication skills
- Able to demonstrate tact and diplomacy
- Proven ability to handle confidential information with discretion.
Personal Qualities
Essential
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external partners.
- Able to work autonomously and as a part of the multidisciplinary team
- Willingness to learn and develop
- Able to critically appraise own work and use constructive criticism appropriately
- Flexible and adaptable to the needs the service
- Demonstrates professional integrity and honesty
Person Specification
Qualifications/ Education
Essential
- Degree level education or equivalent experience, knowledge and skills
- Management/Secretarial or equivalent relevant training/experience
Previous experience
Essential
- Extensive experience working as PA/Executive Assistant at senior manager level/executive/board level.
- Experience of working in a large organisation
- Experience of working under pressure, with strict deadlines and dealing with a range of complex issues, sometimes leading to conflicting priorities e.g. national and local reporting targets, managing conflicting diary appointments at senior management level to bring about a resolution.
Desirable
- Proven experience of organising events
- Experience of working in the NHS
- Experience of a wide range of Trust procedures and practices
Skills/Knowledge/ Ability
Essential
- Excellent organisation skills with the ability to deal with competing demands and high workloads.
- Excellent written skills, with the ability to communicate in a sensitive manner which includes writing letters, preparing reports and information for distribution
- Ability to prioritise, screen and handle calls on behalf of a senior management team
- Ability to be flexible and adaptable and cope with frequent and unpredictable interruptions
- Ability to prioritise and make decisions, following clear procedures and using initiative to develop new working methods
- Advanced software skills in word, excel and PowerPoint and ability to learn other packages or databases as required
- Advance keyboard skills and able to type at least 50 wpm
- Understanding confidentiality issues when handling client data, alongside the implications of the Data Protection Act
- Strong attention to detail and able to produce accurate and detailed work
Communication
Essential
- Excellent telephone manner
- Very well developed oral and listening communication skills
- Able to demonstrate tact and diplomacy
- Proven ability to handle confidential information with discretion.
Personal Qualities
Essential
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including internal and external partners.
- Able to work autonomously and as a part of the multidisciplinary team
- Willingness to learn and develop
- Able to critically appraise own work and use constructive criticism appropriately
- Flexible and adaptable to the needs the service
- Demonstrates professional integrity and honesty
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).
