Executive PA to Director of Strategy and Improvement

Job description

Job responsibilities

Please see the full job description for full information regarding this role and the person specification which outlines the skills and attributes required to fulfil this job.

The Executive PA position is required to provide a comprehensive and customer focussed PA and administrative support service to the Director of Strategy and Improvement.

The post requires excellent organisational skills, and the ability to work independently, frequently exercising tact, discretion, initiative and judgement. The Executive Team PAs often act as the first point of contact, and therefore represent the organisation. The postholder must project a professional and confident image at all times.

The role includes the following duties:

To ensure the smooth running of the business of the Strategy and Improvement Team.

prioritisation of work in accordance with the Directors needs, including redirection of work and negotiation regarding deadlines where appropriate

Diary management, including prioritisation of diary commitments

Meeting administration (including scheduling, drafting agendas and work plans, and preparation of meeting papers)

Ensuring the Director is appropriately prepared for meetings

Drafting of reports and briefing papers from scratch

Correspondence management, including management of Directors emails; responding to correspondence and ensuring follow-up action where appropriate

Production of Board-level minutes and action notes

Action point / action plan tracking, including chasing up actions and deadlines as required

Completing data returns

Development and maintenance of appropriate filing and records management systems, including databases (e.g. Business Planning Register)

Ensure stocks of stationary and other office supplies are maintained to support the efficient operation of the Strategy and Transformation Directorate

Distribution of internal and external documents and briefings as required

Update appropriate pages of the trust website as required.

Other general administrative support, including provision of comprehensive support to Deputy Directors and senior managers within the Strategy and Transformation team

To work with other members of the Corporate Secretariat to maintain continuity of service (including providing cover for annual leave and other absence) and provide cover between the core hours of 8am and 5pm.

Meeting administration for relevant committees, including preparation of meeting packs and production of minutes.

To act as the first point of contact for the Strategy and Transformation Team, and deal promptly with enquiries, exercising judgement and taking immediate action if necessary.

To assist the Strategic Programmes Manager in designing and auditing office systems in order to support continuous improvement, and to support standard setting and monitoring of performance.

Undertake specific projects and pieces of work on behalf of the executive team, including generating correspondence and reports, using initiative and discretion.

Develop and maintain effective working relationships with executive and non-executive directors; and other key stakeholders.

Maintain confidentiality of issues at all times and demonstrate diplomacy in dealing with issues of a sensitive nature.

Act as a loggist for the trust control room during major incidents and training exercises.

Assist in the organising of mandatory training for the executive team.

Person Specification

Skills

Essential

• Ability to prioritise and plan workload, working under pressure to achieve multiple deadlines
• Able to liaise with stakeholders, external organisations and colleagues at all levels of the organisation.
• Experience of working closely and communicating with senior management

Qualifications

Essential

• Further education level office management or administration qualification, or equivalent experience
• Advanced level use of IT systems such as Excel, Word, Access

Desirable

• ECDL (Advanced) or equivalent

Experience

Essential

• Experience of providing a PA service to a senior manager / director
• Arranging meetings
• Board-level committee administration and minute taking skills
• Experience of providing a PA service to a senior manager / director.

Desirable

• Experience of working within the NHS
• Project management, ensuring targets and timescales are met.
• Data analysis and information management including interpretation and comparison.

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

Doncaster & Bassetlaw Teaching Hospitals NHS FT

Address

DRI

Armthorpe Road,

Doncaster

DN2 5LT

Employer's website

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