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Executive Assistant

4 months ago

London, Greater London, United Kingdom Barts Health NHS Trust Full time

Job overview

We are looking for a high calibre Executive Assistant to join our Executive team, providing comprehensive support to the Directors of the RLH and ME Senior Hospital Leadership Team. You should be an enthusiastic self-starter with first class secretarial and administrative skills and an ability to manage a busy and varied workload. You will also be an excellent communicator with strong interpersonal skills and be able to work on your own initiative.

Diplomacy, discretion and the ability to communicate with individuals at all levels of the organisation are essential qualities for this post, as are excellent IT skills. Day-to-day responsibilities will include diary and email management, organising meetings, dealing with telephone enquiries, drafting agendas and circulation of papers, minute taking at meetings and various administrative tasks. You will work as part of the of the senior management leadership team. Your previous experience will include working in a senior PA/EA role, preferably for a large organisation.

Main duties of the job

The post of Executive Assistant to The Royal London and Mile End Hospitals Executive Directors is key to managing the department effectively in a professional manner. The Executive Assistant will be required to be a self-starter who is able to work on his/her own initiative

The main functions are:


• To manage the effective and efficient operation of the Royal London Hospital Executive Directors' office/s


• To manage directors' emails on their behalf ensuring that emails are prioritised, actioned, delegated where appropriate and responded to professionally, helpfully and in a timely manner.


• To manage a system for tracking actions that are outstanding and need to be delivered by an agreed deadline for the director.


• To provide high level and comprehensive diary, administrative and secretarial support


• To draft agendas for allocated meetings, ensuring these are sent in timely manner, along with distribution of papers for meetings and taking minutes/actions at meetings.


• To main and enhance relationships with partner organisations and other external stakeholders


• Deal professionally with internal and external stakeholders, patients and visitors


• To use diplomacy and problems solving skills in order to assist in the resolution of issues escalated to executive level

Working for our organisation

Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.

The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.

Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.

We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.

Detailed job description and main responsibilities

The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please view the attachment/s below.

Person specification

Qualifications

Essential criteria

Educated to degree level or equivalent or experience

Experience

Essential criteria

Experienced in drafting of agendas and circulation of papers for meetings. Taking minutes at sub board level. Team working with staff from a variety of disciplines and levels of seniority Analysing data and preparation of reports Previous experience in a senior secretarial/PA role

Knowledge

Desirable criteria

Broad understanding of the NHS Strategies and key issues affecting the service