Job summary
An exciting opportunity has arisen for an Executive Personal Assistant to provide high level, professional support to the Chief Medical Officer (CMO) and his Deputies at North Bristol NHS Trust (NBT). This is a fast-paced and varied role, and a great opportunity to join and work with a well-established, highly successful, dedicated and committed team. We are keen to recruit someone with proven Executive PA experience to work at the heart of one of the UK's largest NHS Trusts, based in a vibrant and modern acute hospital setting and who has experience of working in a demanding, dynamic, fast-moving and changing environment.
Main duties of the job
As the Executive PA to the Chief Medical Officer you will:
- Provide high level, professional Executive PA support to the CMO and his deputies in delivering their responsibilities at NBT.
- Act as the interface between the Chief Medical Officer and staff at all levels across the Trust.
- Develop a thorough understanding of the Chief Medical Officer's priorities and ways of working and how this fits into the overarching strategies of NBT; representing them effectively to internal and external stakeholders.
- Work as part of an Executive PA team based in NBT's Trust Headquarters, providing support to the Chief Executive and other Executive Directors and provide cross cover and support as required.
About us
This Executive PA post will be based at North Bristol NHS Trust in the Trust Headquarters. North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.
We commit to treating each patient as an individual with respect and dignity, aiming to deliver excellent clinical outcomes and a first-class experience for everyone who uses our services.
North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.
Further details of the responsibilities involved and the person we are looking for to deliver this vital Executive PA support are available in the job description and person specification.
Job description
Job responsibilities
Key responsibilities include:
- Providing a comprehensive, confidential Executive PA support and secretarial service to the Chief Medical Officer and his deputies.
- Liaising and communicating effectively with stakeholders, both internal and external to the Trust, and acting as the main point of contact for the Chief Medical Officer.
- Planning and organising meetings, including compiling agendas and relevant paperwork and circulating papers, taking formal minutes and actions, following up actions and undertaking tasks as delegated by these meetings.
- Preparing materials including slides and presentations for meetings and conferences, using various software packages including Excel spreadsheets.
- Acting as the main point of contact for the Chief Medical Officer including filtering all communications and meeting requests and escalating where appropriate.
The successful candidate will have significant experience of:
- Supporting Senior leaders
- Proactive diary and email management in the context of a changing operating environment.
- Supporting Board and/or Executive level meetings and Committees.
- Working to very tight deadlines and managing conflicting priorities.
- Creating and commissioning briefing documents, summaries and reports for senior management.
- Communicating with a range of people from different backgrounds both internally and externally, and at all levels of seniority.
Job description
Job responsibilities
Key responsibilities include:
- Providing a comprehensive, confidential Executive PA support and secretarial service to the Chief Medical Officer and his deputies.
- Liaising and communicating effectively with stakeholders, both internal and external to the Trust, and acting as the main point of contact for the Chief Medical Officer.
- Planning and organising meetings, including compiling agendas and relevant paperwork and circulating papers, taking formal minutes and actions, following up actions and undertaking tasks as delegated by these meetings.
- Preparing materials including slides and presentations for meetings and conferences, using various software packages including Excel spreadsheets.
- Acting as the main point of contact for the Chief Medical Officer including filtering all communications and meeting requests and escalating where appropriate.
The successful candidate will have significant experience of:
- Supporting Senior leaders
- Proactive diary and email management in the context of a changing operating environment.
- Supporting Board and/or Executive level meetings and Committees.
- Working to very tight deadlines and managing conflicting priorities.
- Creating and commissioning briefing documents, summaries and reports for senior management.
- Communicating with a range of people from different backgrounds both internally and externally, and at all levels of seniority.
Person Specification
Education/training/qualifications
Essential
- Advanced level user of Microsoft Office products (Excel, Word, PowerPoint, Outlook, Sharepoint, Teams)
- Degree level of education or relevant professional experience
- Extensive experience in an executive PA role providing full range of administrative and office management duties
- Experience of servicing committees including drafting agendas, taking and transcribing minutes and proactively managing action trackers
- Experience of creating and commissioning briefing documents, summaries and reports for senior management with an ability to research relevant subjects using a wide variety of sources
- Experience of working to very tight deadlines and managing conflicting demands
- Competent and confident diary and email management
- Exceptional organisational skills
- Ability to prioritise workload, using initiative and judgement in resolving conflicting diary appointments on behalf of others
- Ability to develop good working relationships with stakeholders
- Ability to work autonomously and act on own initiative, within the remit of the job description and guidance from the Executive Director
- Ability to gain an understanding of the processes for decision-making, regulatory oversight and assurance within the Trust, other applicable Trusts and the wider NHS
- Excellent keyboard/IT skills
- Excellent, highly developed oral and written communication skills
- Excellent interpersonal skills with the ability to be assertive, tactful and diplomatic, and to influence and persuade staff at the highest levels in the organisation and across organisations
- Organised and systematic in approach to work and presentation, including the ability to work to tight deadlines with many competing priorities
- Self-motivated and able to influence and motivate others
- Demonstrate credibility in working with and influencing senior staff
- Ability to demonstrate resilience, patience, professionalism and pragmatism
Person Specification
Education/training/qualifications
Essential
- Advanced level user of Microsoft Office products (Excel, Word, PowerPoint, Outlook, Sharepoint, Teams)
- Degree level of education or relevant professional experience
- Extensive experience in an executive PA role providing full range of administrative and office management duties
- Experience of servicing committees including drafting agendas, taking and transcribing minutes and proactively managing action trackers
- Experience of creating and commissioning briefing documents, summaries and reports for senior management with an ability to research relevant subjects using a wide variety of sources
- Experience of working to very tight deadlines and managing conflicting demands
- Competent and confident diary and email management
- Exceptional organisational skills
- Ability to prioritise workload, using initiative and judgement in resolving conflicting diary appointments on behalf of others
- Ability to develop good working relationships with stakeholders
- Ability to work autonomously and act on own initiative, within the remit of the job description and guidance from the Executive Director
- Ability to gain an understanding of the processes for decision-making, regulatory oversight and assurance within the Trust, other applicable Trusts and the wider NHS
- Excellent keyboard/IT skills
- Excellent, highly developed oral and written communication skills
- Excellent interpersonal skills with the ability to be assertive, tactful and diplomatic, and to influence and persuade staff at the highest levels in the organisation and across organisations
- Organised and systematic in approach to work and presentation, including the ability to work to tight deadlines with many competing priorities
- Self-motivated and able to influence and motivate others
- Demonstrate credibility in working with and influencing senior staff
- Ability to demonstrate resilience, patience, professionalism and pragmatism
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).
