Job summary
The postholder will provide professional and comprehensive Executive Assistant duties to nominated Executive Directors working as a member of the Trust HQ 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. The will include full meeting facilitation of Committees and meetings of the trust along with specific project work.
Interview will be held on either 20th or 21st May 2024
Main duties of the job
- Provide a fully comprehensive range of secretarial and administrative services to Executive Directors some of whom work across two organisations as required.
- 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
- Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
- Use initiative in all areas of work in the absence of the Executive Director and ensure they are kept informed. This involves a high level of problem solving and judgement skills and well developed ability to relate absorbed knowledge to new emerging problems without guidance.
- Using own initiative, influence and persuasiveness, deal with all enquiries and undertake delegated assignments as requested by the Executive Directors, obtaining information from various organisations internal and external to the NHS and being alert to the developing NHS agenda, especially around hot of the press issues and taking action in a timely manner.
- To provide cover in the absence of the Senior Executive Assistant to support the Chief Executive, Chair and Non-Executive Directors.
- Coordinate meetings, workshops and events on behalf of the Executive Director, including organisation of agendas, speakers, venues, refreshments, delegates etc.
- Anticipate matters relevant to the Executive Director prioritise accordingly and prepare briefing reports / materials as required.
- Coordination and collation of subject material and preparation of reports to Board of Directors, Executive Team etc on behalf of the Executive Director.
- To manage the Coordination of high level Committees and meetings of the Trust attending these meetings / committees to produce comprehensive and accurate minutes, key issue reports, actions trackers and chasing actions for completion transcribing and disseminating information within the required.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Job description
Job responsibilities
- Use initiative in all areas of work in the absence of the Executive Director and ensure they are kept informed. This involves a high level of problem solving and judgement skills and well developed ability to relate absorbed knowledge to new emerging problems without guidance.
- Using own initiative, influence and persuasiveness, deal with all enquiries and undertake delegated assignments as requested by the Executive Directors, obtaining information from various organisations internal and external to the NHS and being alert to the developing NHS agenda, especially around hot of the press issues and taking action in a timely manner.
- To provide cover in the absence of the Senior Executive Assistant to support the Chief Executive, Chair and Non-Executive Directors.
- Coordinate meetings, workshops and events on behalf of the Executive Director, including organisation of agendas, speakers, venues, refreshments, delegates etc.
- Anticipate matters relevant to the Executive Director prioritise accordingly and prepare briefing reports / materials as required.
- Coordination and collation of subject material and preparation of reports to Board of Directors, Executive Team etc on behalf of the Executive Director.
- To manage the Coordination of high level Committees and meetings of the Trust attending these meetings / committees to produce comprehensive and accurate minutes, key issue reports, actions trackers and chasing actions for completion transcribing and disseminating information within the required.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
Person Specification
Education & Qualifications
Essential
- Knowledge of full range of administrative processes through training and relevant experience to degree level or equivalent.
Experience
Essential
- At least 2 years comprehensive expertise working at Board level for an NHS Organisation
Knowledge
Essential
- Knowledge of information needs at Executive Director level
Skills and Abilities
Essential
- Proficient use of MS word, powerpoint, excel, email and internet applications
- Problem solving skills with an ability to act on decisions
Person Specification
Education & Qualifications
Essential
- Knowledge of full range of administrative processes through training and relevant experience to degree level or equivalent.
Experience
Essential
- At least 2 years comprehensive expertise working at Board level for an NHS Organisation
Knowledge
Essential
- Knowledge of information needs at Executive Director level
Skills and Abilities
Essential
- Proficient use of MS word, powerpoint, excel, email and internet applications
- Problem solving skills with an ability to act on decisions
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).
