Job summary
As an experienced and dynamic Executive Assistant you will work in direct support of the Chief Executive Officer providing effective, high level support in a fast paced environment. The post holder will need to be highly organised and efficient, able to multi task and use their initiative to manage and prioritise a wide range of tasks and responsibilities, acting on behalf of and representing the Chief Executive. The post holder will manage the Executive Support team, ensuring there is cohesive and proactive support to the Executive Directors hence demonstrable skills in working with a diverse range of colleagues, utilising good interpersonal and communication skills is essential.
Main duties of the job
Main Duties
- Coordination and provision of high-quality Executive Support Services to Chief Executive;
- Management and deployment of Executive secretarial and admin support;
- Organisation and preparation for key meetings on behalf of CEO (and Chair as appropriate), proactive forward planning and diary management for CEO (and Chair as appropriate);
Preparing for visits from external bodies and stakeholders including material and briefings for such events.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
Detailed job description and main responsibilities
- Management of the Chief Executives weekly Executive Directors meeting, including scheduling and preparation of agendas, oversight and update of actions.
- Be responsible for the provision of high-quality Executive Support Services to Executive Team.
- Manage the Chief Executives weekly Executive Directors meeting, including scheduling and preparation of agendas, oversight and update of actions.
- Lead the teams development to create a high performing support team, determining best practice standards and team development pathways creating a coherent culture and practice across the service.
- Manage and co-ordinate adequate Executive Support Services.
- In liaison with the Communications team, ensure the Executive Support team provide high quality support in respect of co-ordinating and facilitating events of significant and/or political importance on behalf of the CEO/Chair, including national and ministerial visits; assisting in the preparation of the programme and being available to assist and support as required on the day.
- Ensure the Executive Support team provide high quality support in respect of coordinating significant workshops, Away Days, conferences and events liaising with venues, including hotels and conference centres, and delegates ranging from small groups to Trust wide.
- Manage the budget allocations for all CEO / Chair or Executive organised events so they are cost effective.
- Be responsible for assessing the standards to ensure that they remain aligned to the changing needs of the organisation.
People Management and Leadership
The postholder will:
- Ensure that HR and payroll related processes are followed at all times. This includes the notification of staff changes, leavers and absence information for the whole of the Executive Support Team.
- Ensure that the Executive Support Team are complaint with all the relevant HR policies in respect of training, appraisals, staff risk assessments etc.
- Work with the Executive Personal Assistants to maintain consistent and efficient coverage of support to Executive Directors.
- Work closely with others in the wider Team, to contribute to the continuous development of working methods and standards.
Planning and Organising
The postholder will:
- Manage the complexities of the Chief Executives diary, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
- Ensure that the diaries of the whole Executive Team are co-ordinated to ensure that the Executive Team operates effectively and efficiently.
- Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
- Manage all incoming and outgoing mail on behalf of the Chief Executive. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
- Review and where appropriate, action all incoming electronic mail messages on behalf of the Chief Executive (and other Executives as requested) in their absence in a timely manner.
- Regularly research and prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner.
- Maintain efficient forward planning and follow up systems, ensuring that responses are received and deadlines met.
- Involved in the organisation of corporate events, liaising with outside agencies, booking venues, speakers and refreshments.
Financial Management
The postholder will:
- Act as authorised signatory for expenditure in relation to the allocated Chief Executives budget to the value of £1500 per transaction.
- Ensure that there are effective and efficient processes established and maintained to ensure that adequate stock levels of stationery and office supplies are replenished in order that the office can run smoothly at all times.
Job description
Job responsibilities
Detailed job description and main responsibilities
- Management of the Chief Executives weekly Executive Directors meeting, including scheduling and preparation of agendas, oversight and update of actions.
- Be responsible for the provision of high-quality Executive Support Services to Executive Team.
- Manage the Chief Executives weekly Executive Directors meeting, including scheduling and preparation of agendas, oversight and update of actions.
- Lead the teams development to create a high performing support team, determining best practice standards and team development pathways creating a coherent culture and practice across the service.
- Manage and co-ordinate adequate Executive Support Services.
- In liaison with the Communications team, ensure the Executive Support team provide high quality support in respect of co-ordinating and facilitating events of significant and/or political importance on behalf of the CEO/Chair, including national and ministerial visits; assisting in the preparation of the programme and being available to assist and support as required on the day.
- Ensure the Executive Support team provide high quality support in respect of coordinating significant workshops, Away Days, conferences and events liaising with venues, including hotels and conference centres, and delegates ranging from small groups to Trust wide.
- Manage the budget allocations for all CEO / Chair or Executive organised events so they are cost effective.
- Be responsible for assessing the standards to ensure that they remain aligned to the changing needs of the organisation.
People Management and Leadership
The postholder will:
- Ensure that HR and payroll related processes are followed at all times. This includes the notification of staff changes, leavers and absence information for the whole of the Executive Support Team.
- Ensure that the Executive Support Team are complaint with all the relevant HR policies in respect of training, appraisals, staff risk assessments etc.
- Work with the Executive Personal Assistants to maintain consistent and efficient coverage of support to Executive Directors.
- Work closely with others in the wider Team, to contribute to the continuous development of working methods and standards.
Planning and Organising
The postholder will:
- Manage the complexities of the Chief Executives diary, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties including other colleagues in the wider Team. To make all the necessary arrangements including travel.
- Ensure that the diaries of the whole Executive Team are co-ordinated to ensure that the Executive Team operates effectively and efficiently.
- Maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place.
- Manage all incoming and outgoing mail on behalf of the Chief Executive. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken.
- Review and where appropriate, action all incoming electronic mail messages on behalf of the Chief Executive (and other Executives as requested) in their absence in a timely manner.
- Regularly research and prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner.
- Maintain efficient forward planning and follow up systems, ensuring that responses are received and deadlines met.
- Involved in the organisation of corporate events, liaising with outside agencies, booking venues, speakers and refreshments.
Financial Management
The postholder will:
- Act as authorised signatory for expenditure in relation to the allocated Chief Executives budget to the value of £1500 per transaction.
- Ensure that there are effective and efficient processes established and maintained to ensure that adequate stock levels of stationery and office supplies are replenished in order that the office can run smoothly at all times.
Person Specification
Qualifications
Essential
- Educated to post graduate level qualification or relevant equivalent experience / training.
Desirable
- Project management qualification as post graduate level
Experience
Essential
- Recent substantial experience of working as an Exec Assistant or comparable role in a complex organisation
- Experience of working independently on non-routine matters and exercising judgement and decision making across the work area
- Experience and ability to cope with large workload and work under pressure to tight deadlines.
- Significant experience of high level complex diary management.
- Experience of managing own work programme to prioritise deadlines and effectively manage diaries using Outlook
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
- Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
- Demonstrated ability to analyse and interpret information, pre-empt and evaluate issues, and recommend appropriate course of action to address the issues.
Desirable
- Experience of dealing with complaints
Skills
Essential
- High level skills in administration and personal assistant skills
- Ability to maintain high standards of business conduct, producing excellent quality of work whilst working under pressure and when faced with tight deadlines or conflicting priorities
- People / Team Management skills
- Strong IT and digital skills including Microsoft Office suite (excel, word, PowerPoint, MS Teams)
- Excellent interpersonal and communication skills, with ability to effectively interact with and influence a diverse range of people, capable of constructing and delivering clear ideas and concepts concisely and accurately.
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
Desirable
- Sound judgement and logical approach to complex situations with the ability to use initiative to solve problems and determine solutions
Knowledge
Essential
- NHS Constitution
- Trust vision and values
Desirable
- ln depth experience and knowledge of the working practices of an NHS Organisation
Other requirements
Essential
- Approaches challenges with a positive, flexible & collaborative attitude.
Person Specification
Qualifications
Essential
- Educated to post graduate level qualification or relevant equivalent experience / training.
Desirable
- Project management qualification as post graduate level
Experience
Essential
- Recent substantial experience of working as an Exec Assistant or comparable role in a complex organisation
- Experience of working independently on non-routine matters and exercising judgement and decision making across the work area
- Experience and ability to cope with large workload and work under pressure to tight deadlines.
- Significant experience of high level complex diary management.
- Experience of managing own work programme to prioritise deadlines and effectively manage diaries using Outlook
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
- Demonstrated capability to plan over short, medium and long-term timeframes and adjust plans and resource requirements accordingly.
- Demonstrated ability to analyse and interpret information, pre-empt and evaluate issues, and recommend appropriate course of action to address the issues.
Desirable
- Experience of dealing with complaints
Skills
Essential
- High level skills in administration and personal assistant skills
- Ability to maintain high standards of business conduct, producing excellent quality of work whilst working under pressure and when faced with tight deadlines or conflicting priorities
- People / Team Management skills
- Strong IT and digital skills including Microsoft Office suite (excel, word, PowerPoint, MS Teams)
- Excellent interpersonal and communication skills, with ability to effectively interact with and influence a diverse range of people, capable of constructing and delivering clear ideas and concepts concisely and accurately.
- Highly developed problem solving skills and ability to respond to sudden unexpected demands.
Desirable
- Sound judgement and logical approach to complex situations with the ability to use initiative to solve problems and determine solutions
Knowledge
Essential
- NHS Constitution
- Trust vision and values
Desirable
- ln depth experience and knowledge of the working practices of an NHS Organisation
Other requirements
Essential
- Approaches challenges with a positive, flexible & collaborative attitude.
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.
