Job summary
The postholder will be a key member of the Executive support team, enabling the executive team to function effectively.
The executive support team are part of the office of the CEO, under the leadership of the Chief of Staff & Director of Excellence Delivery. The team support the day-to-day running of the executive's office, providing support across internal functions, as well as across external facing responsibilities.
Main duties of the job
The postholder will provide professional and comprehensive Executive personal assistant duties to nominated Executive Directors working as a member of the Executive Support Team in a busy and at times pressurised office environment. Completing work to a high standard and presenting a positive image of the Trust whilst maintaining a high level of confidentiality are essential facets of the role.
The postholder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professionalism and ethical standards at all times.
The postholder will be a key member of the Executive support team and will undertake corporate tasks and responsibilities in accordance with the grade and nature of the post. This will include full meeting facilitation of Committees and meetings of the Trust, a business support function including tracking of key objectives and specific project work.
About us
At Moorfields, we provide more than just an excellent career and great colleagues to work with. We also offer:
o Salary including High-Cost Area Supplemento Opportunity to join the NHS Pension Schemeo Free 24/7 independent counselling serviceo Learning and development opportunitieso Easy and quick transport linkso A range of attractive benefits and discountso Access to Blue Light Card and other NHS Discount Schemeso Free Pilates classeso Full support and training to develop your skillso Flexible working friendly organisation
And so much more! To see the full range of benefits we offer please see our Moorfields benefits document.
Job description
Job responsibilities
Provide a fully comprehensive range of secretarial and administrative services to Executive Directors and associated deputies as required.
Support assigned executives to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management.
Management of all incoming emails, correspondence and telephone calls using a high level of resourcefulness, taking the initiative to re-route and/ or respond to urgent requests as necessary, dealing with complex and sensitive information appropriately.
Composing confidential, sensitive or contentious letters and emails on behalf of Executive Directors. Utilising an effective bring forward system to provide documents and briefing materials in a timely manner.
Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director, enabling them to work efficiently and effectively. This will include arranging meetings and events both internally and externally, including booking travel and accommodation.
Please see the job description and person spec for further details.
Job description
Job responsibilities
Provide a fully comprehensive range of secretarial and administrative services to Executive Directors and associated deputies as required.
Support assigned executives to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management.
Management of all incoming emails, correspondence and telephone calls using a high level of resourcefulness, taking the initiative to re-route and/ or respond to urgent requests as necessary, dealing with complex and sensitive information appropriately.
Composing confidential, sensitive or contentious letters and emails on behalf of Executive Directors. Utilising an effective bring forward system to provide documents and briefing materials in a timely manner.
Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director, enabling them to work efficiently and effectively. This will include arranging meetings and events both internally and externally, including booking travel and accommodation.
Please see the job description and person spec for further details.
Person Specification
Essential
Essential
- Knowledge of the full range of administrative processes through training and relevant experience to degree level or equivalent
Essential
Essential
Desirable
Desirable
- Training or significant experience in project management, financial management or supporting change management processes
Essential
Essential
- Knowledge of information needs at Executive Director level
Essential
Essential
- Experience of handling confidential information
Essential
Essential
- Significant experience of working in a fast-paced office environment where prioritising workload was an essential part of your daily routine
Essential
Essential
- Proficient use of MS Word, MS Powerpoint, e -mail and internet applications
Person Specification
Essential
Essential
- Knowledge of the full range of administrative processes through training and relevant experience to degree level or equivalent
Essential
Essential
Desirable
Desirable
- Training or significant experience in project management, financial management or supporting change management processes
Essential
Essential
- Knowledge of information needs at Executive Director level
Essential
Essential
- Experience of handling confidential information
Essential
Essential
- Significant experience of working in a fast-paced office environment where prioritising workload was an essential part of your daily routine
Essential
Essential
- Proficient use of MS Word, MS Powerpoint, e -mail and internet applications
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.
