Job summary
Central and North West London NHS Foundation Trust (CNWL) is one of the largest trusts in the UK, caring for people with a wide range of physical and mental health needs. We have approximately 7,000 staff who provide healthcare to a third of London's population and across wider geographical areas, including Milton Keynes, Kent, Surrey and Hampshire.
An exciting opportunity has arisen to provide advanced, high level and quality executive support to the Chief Nurse in a full time capacity.
This is a highly demanding role and you will need to possess significant experience in providing executive support at a senior level within a multifaceted organisation. You will need to be a highly motivated, forward thinking individual with extremely strong organisational skills and the ability to use your initiative to manage the varying demands of the role. A strong working knowledge of Outlook, Word, Excel and Powerpoint are essential.
The responsibilities are extremely varied and include high level diary management, meeting/event co-ordination, project support and extensive partner/stakeholder liaison. As such you will possess excellent written, organisational and minute taking skills.
Significant experience as a high level PA or Executive Assistant is required and shortlisted candidates will be required to undertake an assessment as part of the process.
Main duties of the job
The Executive Assistant provides a high-level administrative position which provides direct support to the Chief Nurse. The role works in order to help execute the organisation's goals. The position supports the Executive Director's work with the Board of Directors and Executive Board teams, Divisional and Directorate teams and external organisations. The role is instrumental in assessing and implementing Executive systems of reporting and administration. The role requires an advanced understanding of the Executive's portfolios e.g. serious Incidents, divisional operations, professional registration, recovery, clinical governance, and other complex areas commensurate with the roles of the Chief Nurse.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
About us
The role is responsible for overseeing and managing the Executive Director's meetings both internally and externally including the coordination of the forward planner, agendas, papers and taking accurate minutes. The Executive Assistant also monitors and supports junior admin staff within the directorates as required, especially when new in post, and deputises for other Executive PAs to cover holiday, sickness etc. including for the Chief Executive.
Job description
Job responsibilities
Executive Support
Act as the first point of contact for the Chief Nurse including managing/screening calls, emails, correspondence and visitors.
Filter and prioritise Executives workload and redirect as appropriate to other team members.
Review complex information as it arrives, summarise and bring to Executive Directors attention when necessary.
Responsible for dealing with issues when appropriate on behalf of the Chief Nurse including assessing issues, problem solving and negotiating solutions.
Ensure plans are in place to deliver reports for statutory deadlines and committee cycles for the Executive Director and all their reports.
- Support the Executive Directors participation in meetings as appropriate; preparation of papers, minute taking and follow up actions.
- Draft complex and confidential correspondence on behalf of the Executive Director utilising advanced typing skills.
- Organise, collate and monitor annual appraisals for direct reports.
Assist the Executive Director in implementing policies, systems and procedures for effectively managing the organisation.
Maintain a close working relationship with direct reports, providing support and advice on behalf of the Executive Director where appropriate.
Job description
Job responsibilities
Executive Support
Act as the first point of contact for the Chief Nurse including managing/screening calls, emails, correspondence and visitors.
Filter and prioritise Executives workload and redirect as appropriate to other team members.
Review complex information as it arrives, summarise and bring to Executive Directors attention when necessary.
Responsible for dealing with issues when appropriate on behalf of the Chief Nurse including assessing issues, problem solving and negotiating solutions.
Ensure plans are in place to deliver reports for statutory deadlines and committee cycles for the Executive Director and all their reports.
- Support the Executive Directors participation in meetings as appropriate; preparation of papers, minute taking and follow up actions.
- Draft complex and confidential correspondence on behalf of the Executive Director utilising advanced typing skills.
- Organise, collate and monitor annual appraisals for direct reports.
Assist the Executive Director in implementing policies, systems and procedures for effectively managing the organisation.
Maintain a close working relationship with direct reports, providing support and advice on behalf of the Executive Director where appropriate.
Person Specification
EDUCATION AND QUALIFICATIONS
Essential
- Educated to Degree level or equivalent relevant experience
- Evidence of further education degree/diploma level or equivalent relevant experience
PREVIOUS EXPERIENCE Paid/unpaid relevant to job
Essential
- Significant experience at director/senior level including working either in the NHS or a large complex multi-sited organisation
- Experience of working independently on non-routine matters and exercising judgement and decision-making skills across the work area
- Experience of working on own initiative
- Experience of handling complex enquiries from the public, service users and carers
- Experience of working in a busy office and meeting deadlines
- Experience of full diary management and problem solving
- Experience of project, events or conference management
- Experience of project support
- Monitoring of a budget
- Experience of producing reports and statistical data for senior management
- Experience of the delivery of objectives and priorities within a constantly changing environment
- Experience dealing with people at all levels including external agencies, stakeholders and partners
- Evidence of robust decision making with an ability to act on own initiative and independently
Desirable
- Understanding of the current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
SKILLS, KNOWLEDGE, ABILITIES
Essential
- Ability to take high quality minutes at senior meetings and produce accurate and succinct records of discussion.
- Ability to draft complex and sensitive correspondence on behalf of the Executive Directors
- Excellent knowledge of Microsoft Office packages including Outlook, Word, PowerPoint, Excel, Access, Adobe, Project
- Knowledge of data protection requirements and information governance issues
- Excellent communication skills both verbal and written
- Experience of using IT skills to produce complex information via reports and presentations
- Ability to assess complex information to elicit key factual information to be recorded and reported on
- Ability to assess complex information to elicit key factual information to be recorded and reported on
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes.
- Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressurised situations
Desirable
- Understanding of the current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
Person Specification
EDUCATION AND QUALIFICATIONS
Essential
- Educated to Degree level or equivalent relevant experience
- Evidence of further education degree/diploma level or equivalent relevant experience
PREVIOUS EXPERIENCE Paid/unpaid relevant to job
Essential
- Significant experience at director/senior level including working either in the NHS or a large complex multi-sited organisation
- Experience of working independently on non-routine matters and exercising judgement and decision-making skills across the work area
- Experience of working on own initiative
- Experience of handling complex enquiries from the public, service users and carers
- Experience of working in a busy office and meeting deadlines
- Experience of full diary management and problem solving
- Experience of project, events or conference management
- Experience of project support
- Monitoring of a budget
- Experience of producing reports and statistical data for senior management
- Experience of the delivery of objectives and priorities within a constantly changing environment
- Experience dealing with people at all levels including external agencies, stakeholders and partners
- Evidence of robust decision making with an ability to act on own initiative and independently
Desirable
- Understanding of the current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
SKILLS, KNOWLEDGE, ABILITIES
Essential
- Ability to take high quality minutes at senior meetings and produce accurate and succinct records of discussion.
- Ability to draft complex and sensitive correspondence on behalf of the Executive Directors
- Excellent knowledge of Microsoft Office packages including Outlook, Word, PowerPoint, Excel, Access, Adobe, Project
- Knowledge of data protection requirements and information governance issues
- Excellent communication skills both verbal and written
- Experience of using IT skills to produce complex information via reports and presentations
- Ability to assess complex information to elicit key factual information to be recorded and reported on
- Ability to assess complex information to elicit key factual information to be recorded and reported on
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes.
- Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressurised situations
Desirable
- Understanding of the current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
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).
