Job summary
The post-holder will provide comprehensive administrative and secretarial support to the nominated Chief Officer and other Chief Officers as required.
They will be required to resolve day-to-day problems independently and make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with Departmental, Trust and National standards, policies and procedures.
The post-holder will act as a source of advice and guidance, and the first point of contact for enquiries for the nominated Chief Officer/s.
The post holder will be a key member of the Executive Support team and will undertake corporate roles and responsibilities in accordance with the grade and nature of the post. The team of Executive Assistants will have a responsibility for ensuring that a full and comprehensive service is maintained to Chief Officers within the Executive Support team.
Closing Date: Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Please be advised that interviews are proposed for week commencing 13th October.
Main duties of the job
- Appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.
- Ensure the continuous review of administration policies and procedures within own area, implementing and developing new processes and guidance in order to secure the efficient and effective operation of the service.
- Develop and maintain standard operating procedures relating to work of the Chief Executive Office.
- Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role.
- Provide full meeting facilitation for a range of formal meetings across the Trust including chief officer-led meetings and corporate meetings as required.
- Cover the work of colleagues within the team, providing administrative support to chief officers, including full facilitation of corporate meetings and meetings relevant to chief officer portfolios as required.
- Respond to enquiries and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
About us
University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.
We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.
Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.
We are proud to be recognised as a Pathway to Excellence designated organisation - please click the link for further details about this prestigious award. Pathway To Excellence - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)
By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.
The Trust is committed to building an organisation that makes full use of the talents, skills, experience, and different perspectives available in our diverse society. We want everyone to feel they are respected, valued, can achieve their potential and receive the most appropriate and relevant care. We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.
Job description
Job responsibilities
- Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team.
- Responsible for organising and maintaining the smooth running of the nominated chief officer/s diary.
- Greet and receive guests who are visiting the nominated chief officer/s.
- Organise events as required.
- Process purchase orders and invoices for chief officer functions.
- Communicate effectively with chief officers and non-executive directors.
- Undertake any other duties as required, in accordance with the grade and nature of the post.
- The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.
- The post holder will be a key member of the Executive Support team and will undertake corporate roles and responsibilities in accordance with the grade and nature of the post.
- The team of Executive Assistants will have a responsibility for ensuring that a full and comprehensive service is maintained to Chief Officers within the Executive Support team.
- Ensure the continuous review of administration policies and procedures within own area, implementing and developing new processes and guidance in order to secure the efficient and effective operation of the service.
- Develop and maintain standard operating procedures relating towork of the Chief Executive Office.
- Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines.
- Share ideas for potential service improvement.
- Full attendance and completion of identified courses is considered essential and a pre-requisite for this post.
- Provide full meeting facilitation for a range of formal meetings across the Trust including chief officer-led meetings and corporate meetings as required.
- Cover the work of colleagues within the team, providing administrative support to chief officers on a buddy system basis, including facilitating corporate meetings and meetings relevant to chief officerportfolios as required.
- Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.
- Maintain a corporate style for chief officer-led and wider Trust meetings including agendas, papers, minutes etc.
- Maintain strict confidentiality relating to Board and chief officer business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored andarchived securely (hard copy and electronic).
- Provide an efficient and comprehensive secretarial and clerical service to the nominated chief officer/s on a day-to-day basis, and be a fully involved member of the Executive Support team.
- In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course ofaction as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
- Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to appropriate department. Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
- Responsible for organising and maintaining the smooth running of the nominated chief officer diary, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
- Greet and receive guests who are visiting the nominated chief officer/s.
- Work closely with other executive assistants to facilitate the efficient operation of the chief officer teams business.
- Organise events as required, taking charge of all catering arrangements and invitations.
- Process purchase orders and invoices for chief officer functions e.g. mobile phone bills and charge card expenditure, etc.
- Communicate effectively with chief officers and non-executive directors through a variety of communication methods. Assist with the dissemination of information to chief officers and non executive directors, organising weekly mail outs of essential and useful information.
- Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust.
- Participate in appraisals and personal reviews and work to achieve agreed set objectives.
- Participate in appropriate training and development activities.
- Cover the work of colleagues during periods of absence or peak workloads. This may on occasion include covering out of hours meetings.
- Undertake any other duties as required, in accordance with the grade and nature of the post.
For further details of the role please see the attached job description.
Job description
Job responsibilities
- Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team.
- Responsible for organising and maintaining the smooth running of the nominated chief officer/s diary.
- Greet and receive guests who are visiting the nominated chief officer/s.
- Organise events as required.
- Process purchase orders and invoices for chief officer functions.
- Communicate effectively with chief officers and non-executive directors.
- Undertake any other duties as required, in accordance with the grade and nature of the post.
- The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.
- The post holder will be a key member of the Executive Support team and will undertake corporate roles and responsibilities in accordance with the grade and nature of the post.
- The team of Executive Assistants will have a responsibility for ensuring that a full and comprehensive service is maintained to Chief Officers within the Executive Support team.
- Ensure the continuous review of administration policies and procedures within own area, implementing and developing new processes and guidance in order to secure the efficient and effective operation of the service.
- Develop and maintain standard operating procedures relating towork of the Chief Executive Office.
- Undertake any project work as required, including obtaining information from the internet, collation and reporting of data in order to produce reports, spreadsheets and presentations, utilising relevant Trust IT systems, as determined by the role, ensure all relevant data is collected and input accurately in line with Trust guidelines.
- Share ideas for potential service improvement.
- Full attendance and completion of identified courses is considered essential and a pre-requisite for this post.
- Provide full meeting facilitation for a range of formal meetings across the Trust including chief officer-led meetings and corporate meetings as required.
- Cover the work of colleagues within the team, providing administrative support to chief officers on a buddy system basis, including facilitating corporate meetings and meetings relevant to chief officerportfolios as required.
- Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.
- Maintain a corporate style for chief officer-led and wider Trust meetings including agendas, papers, minutes etc.
- Maintain strict confidentiality relating to Board and chief officer business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored andarchived securely (hard copy and electronic).
- Provide an efficient and comprehensive secretarial and clerical service to the nominated chief officer/s on a day-to-day basis, and be a fully involved member of the Executive Support team.
- In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course ofaction as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
- Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to appropriate department. Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
- Responsible for organising and maintaining the smooth running of the nominated chief officer diary, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
- Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
- Greet and receive guests who are visiting the nominated chief officer/s.
- Work closely with other executive assistants to facilitate the efficient operation of the chief officer teams business.
- Organise events as required, taking charge of all catering arrangements and invitations.
- Process purchase orders and invoices for chief officer functions e.g. mobile phone bills and charge card expenditure, etc.
- Communicate effectively with chief officers and non-executive directors through a variety of communication methods. Assist with the dissemination of information to chief officers and non executive directors, organising weekly mail outs of essential and useful information.
- Ensure that all Trust wide standards are maintained and monitored to improve the quality of total care to all who come into contact with services provided by University Hospitals Coventry and Warwickshire NHS Trust.
- Participate in appraisals and personal reviews and work to achieve agreed set objectives.
- Participate in appropriate training and development activities.
- Cover the work of colleagues during periods of absence or peak workloads. This may on occasion include covering out of hours meetings.
- Undertake any other duties as required, in accordance with the grade and nature of the post.
For further details of the role please see the attached job description.
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
Person Specification
Qualifications
Essential
Desirable
Experience
Essential
Desirable
Knowledge
Essential
Desirable
Skills
Essential
Commitment to Trust Values and Behaviours
Essential
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).
Employer details
Employer name
University Hospitals Coventry and Warwickshire NHS Trust
Address
University Hospital Coventry and Warwickshire
Clifford Bridge Road
Coventry
CV2 2DX
Employer's website
https://www.jobsatuhcw.co.uk (Opens in a new tab)
