Job summary
The Executive Assistant provides high-level administrative support to the Managing Director of Jameson as well as the AD Finance and Performance and AD Strategy, Transformation and Partnerships.
The role is responsible for overseeing and managing the Directors' meetings both internally and externally including the coordination of the forward planner, agendas, papers and taking accurate minutes.
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.
Main duties of the job
An exciting opportunity has arisen to provide advanced, high level and quality executive support to the Managing Director, AD Finance and Performance and AD Strategy, Transformation and Partnerships.
The role is responsible for overseeing and managing the Directors'
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. You will have specific responsibility for overseeing various divisional meetings ensuring clear forward plan, agenda and clear and precise minute taking.
This role would be perfect for an experienced, enthusiastic and energetic individual who possesses a natural ability to plan ahead. It is an exciting but equally challenging role and you will need to be highly organised, confident and articulate.
About us
This is an exciting, fast paced and busy environment.
CNWL is a large and diverse organisation, providing health care services for people with a wide range of physical and mental health needs.
We employ nearly 7000 members of staff that provides more than 300 different health services across 150 sites and in the community, in a range of diverse communities, with over 100 first languages spoken.
We are always developing new and better ways to provide dependable services to meet the needs of people in our care.
Job description
Job responsibilities
Act as the first point of contact for the Directors including managing/screening calls, emails, correspondence and visitors.Take organisational responsibility of departmental meetings.High level diary management.
Job description
Job responsibilities
Act as the first point of contact for the Directors including managing/screening calls, emails, correspondence and visitors.Take organisational responsibility of departmental meetings.High level diary management.
Person Specification
Education & Qualification
Essential
- Evidence of further education degree/diploma level or experience equivalent
Previous Experience
Essential
- Extensive PA experience at senior/directors' level including experience working either in the NHS or large complex multi-sited organisation
- Experience of full diary management and problem solving
- Evidence of robust decision making with an ability to act on own initiative and independently
- Experience of working independently on non-routine matters and exercising judgement and decision-making skills across the work area.
Desirable
- Understanding of the structure of the NHS and 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 Directors
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes
- Excellent knowledge of Microsoft Office packages including Outlook, Word, PowerPoint, Excel, Access, Adobe, Project.
- Excellent communication skills both verbal and written.
- Knowledge of issues of confidentiality
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team.
- Knowledge of data protection requirements and information governance issues
- 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 communicate and work with professionals and other staff at all levels across all services and Directorates
- 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
- Ability to effectively support service users and carers to resolve any issues they may have with the services
- Ability to solve problems, take responsibility and think independently and ability to respond to sudden unexpected demands
- Ability to respond appropriately to difficult and sensitive situations and reprioritise workload as need arises
- Excellent time management skills with the ability to organise and prioritise conflicting demands
- Able to work autonomously and proactively in area of responsibility and proactively suggests improvements in own and others area of responsibility
- Provide leadership within defined situations in own area of structure of the NHS and the role of CCGs and CCBs 9 responsibility
- Ability to research and draft reports
- Good numeracy skills with ability to interpret and understand financial concepts
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team
- Flexible attitude
- Ability to independently exercise own initiative and judgement in a fair and consistent manner interpreting available standards and guidance and be accountable for decisions made.
- Professional, flexible attitude, adaptable, diligent, diplomatic, proactive, motivational and an innovative team player Ability to analyse situations and problem solve as required
Desirable
- A comprehensive understanding of the structure of the NHS and the role of CCGs and CCBs
Person Specification
Education & Qualification
Essential
- Evidence of further education degree/diploma level or experience equivalent
Previous Experience
Essential
- Extensive PA experience at senior/directors' level including experience working either in the NHS or large complex multi-sited organisation
- Experience of full diary management and problem solving
- Evidence of robust decision making with an ability to act on own initiative and independently
- Experience of working independently on non-routine matters and exercising judgement and decision-making skills across the work area.
Desirable
- Understanding of the structure of the NHS and 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 Directors
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes
- Excellent knowledge of Microsoft Office packages including Outlook, Word, PowerPoint, Excel, Access, Adobe, Project.
- Excellent communication skills both verbal and written.
- Knowledge of issues of confidentiality
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team.
- Knowledge of data protection requirements and information governance issues
- 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 communicate and work with professionals and other staff at all levels across all services and Directorates
- 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
- Ability to effectively support service users and carers to resolve any issues they may have with the services
- Ability to solve problems, take responsibility and think independently and ability to respond to sudden unexpected demands
- Ability to respond appropriately to difficult and sensitive situations and reprioritise workload as need arises
- Excellent time management skills with the ability to organise and prioritise conflicting demands
- Able to work autonomously and proactively in area of responsibility and proactively suggests improvements in own and others area of responsibility
- Provide leadership within defined situations in own area of structure of the NHS and the role of CCGs and CCBs 9 responsibility
- Ability to research and draft reports
- Good numeracy skills with ability to interpret and understand financial concepts
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team
- Flexible attitude
- Ability to independently exercise own initiative and judgement in a fair and consistent manner interpreting available standards and guidance and be accountable for decisions made.
- Professional, flexible attitude, adaptable, diligent, diplomatic, proactive, motivational and an innovative team player Ability to analyse situations and problem solve as required
Desirable
- A comprehensive understanding of the structure of the NHS and the role of CCGs and CCBs
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).
