Executive Assistant

Job description

Job responsibilities

Key Responsibilities

• Main Point of Contact: Serve as the primary contact on behalf of the Executive Officer for all internal and external stakeholders.
• Confidential Support: Provide high-level, confidential support on a wide range of matters, enhancing the efficiency and value of the Executive Officers time.
• Independent Operation: Function independently in a diverse office environment, using initiative to anticipate problems and resolve conflicts without supervision.
• Stakeholder Engagement: Engage with internal and external stakeholders, including but not limited to government ministers, senior civil servants, local councillors, senior NHS executives, and media representatives, in an efficient and courteous manner.
• Time Management: Plan and manage the Executive Officers schedule, meeting deadlines and balancing workload demands without needing direction.
• Inbox Management: Oversee the Executive Officers inbox, drafting and actioning responses, disseminating sensitive information, highlighting urgent matters, and monitoring deadlines.
• Meeting Preparation: Ensure the Executive Officer is equipped with all necessary documents for meetings, summarising and/or highlighting reports and briefings as required.
• Information Management: Handle highly sensitive, personal, and confidential information responsibly, maintaining efficient and effective information systems.
• Diary Management: Manage the complex business diary of the Executive Officer, prioritising and re-prioritising meetings, and addressing any arising issues. Ensure that any meetings the Executive Officer cannot attend are covered by an appropriate team member, sometimes at short notice.

The successful candidate will be proactive, capable of operating autonomously, and skilled in maintaining confidentiality. They will demonstrate exceptional organisational skills, attention to detail, and the ability to manage multiple tasks effectively. This role is ideal for someone who thrives in a fast-paced environment and enjoys engaging with a variety of stakeholders.

If you are ready to make a significant impact and contribute to our team's success, we encourage you to apply for this exciting opportunity.

Please note, the anticipated Interview date for this role will be Wednesday 6th August.

For further details, or to arrange an informal visit, please contact Jayne Bonilla, Executive Assistant to Chief Executive and Chairman, 02392 286770 (internal extension 6770) or via email Jayne.bonilla1@nhs.net

Person Specification

Qualifications

Essential

• Full range of administrative policies and procedures, acquired through training and relevant experience to degree level or equivalent.

Experience

Essential

• Three years experience within the NHS working at executive/senior level or five years experience outside the NHS in an equivalent role or administrative level
• Experienced in using Windows-based operating systems with knowledge of work processing, spreadsheets, databases and presentation software
• Comprehensive experience of using internet systems and MS Office or equivalent

Desirable

• Previous experience of working in a clinical area would be advantageous.

Additional criteria

Essential

• High level of computer literacy and knowledge of software packages.
• Ability to organise
• Ability to make administrative/procedural decisions and judgements
• Diary management
• Proven customer care skills
• Track record of delivery to tight deadlines when working under pressure
• Ability to communicate effectively, tactfully and sensitively in writing and orally, with a good telephone manner
• Proven skills in minute-taking and clerking meetings
• Ability to deal with a high volume of correspondence, emails and telephone calls
• Ability to act quickly and effectively at all times
• Adaptable and flexible and able to cope with change
• Maintain confidentiality
• Ability to produce presentations

Desirable

• Overall understanding of current health service sector issues
• Knowledge of the organisational structure of the health service

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.

Employer details

Employer name

Isle of Wight NHS Trust

Address

Queen Alexandra Hospital

Southwick Hill Road

Cosham

Hampshire

PO6 3LY

Employer's website

https://www.iow.nhs.uk/ (Opens in a new tab)