Band 5 Executive Assistant

2 weeks ago

Birmingham, Birmingham, United Kingdom University Hospitals Birmingham Full time

Job summary:

Are you currently looking for an exciting opportunity to work for one of the largest NHS Trusts in the country?


Did you know that be an Executive Assistant at UHB you need to be efficient, able to handle multiple tasks, manage time effectively, and produce high-quality work in a fast-paced environment.


Without you and your amazing skill set, our Executive teams can't do what they need to do to drive forward the change and culture at UHB.

So, if you think this is interesting, want to know more and are in the market for a new challenge we can help make that happen

GET IN TOUCH.

The roles are located at our Queen Elizabeth Hospital site.

Main duties, tasks & skills required:

To provide comprehensive and proactive administrative and secretarial support to the senior management team in addition to business and administrative support to the wider Trust Office team.

Using initiative, diplomacy and tact and taking a proactive approach to solving problems and escalating issues as appropriate.

Providing an environment which promotes effective working relationships with partner organisations and other external parties.

Provide full administrative and secretarial service to the team.

Diary management, arranging meetings including venue hire, catering & equipment.

First point of contact for staff & visitors.

To compile letters.

Prepare and distribute agendas, attend meetings, take minutes and distribute.

To collate information, design and produce documents for the division using a range of skills and software required. These will include flow charts, presentation (power point), databases (Excel).

To obtain personal& confidential information as required.

To devise, implement & maintain systems for ease of filing & retrieval of documents

To raise purchase orders on Trust finance systems.

Undertake office organisation.

Produce documents for the manager, such as spreadsheets, contracts, letters, memos policies and guidelines.

Line management of staff within the Team.

About us:

We are recognised as one of the leading NHS Foundation Trusts in the UK. Our vision is to Build Healthier Lives, and we recognise that we need incredible staff to do this.

Our commitment to our staff is to create the best place for them to work, and we are dedicated to:
Investing in the health and wellbeing of our staff, including a commitment of offering flexible working where we can;
Offer our staff a wide variety of training and development opportunities, to support their personal and career development objectives.


UHB is committed to ensuring that our staff are treated fairly and feel that they belong, by creating a kind and inclusive environment.

This is about equity of opportunity; removing all barriers, including discrimination and ensuring each individual member of staff reach their true potential, achieve their ambitions and thrive in their work.

This is more than words. We are taking action.

Our commitment to an inclusive culture is embedded at all levels of the organisation where every voice is heard, driven by our diverse and active staff networks, and at Board level by the Fairness Taskforce led by our CEO.

We nurture a culture which empowers staff to challenge discriminatory behaviours and to enable people to bring their 'whole self' to a kinder, more connected and bold place to work.

University Hospitals Birmingham is a Smoke-Free premises hospital.

Job description:

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*
Person specification:
Qualifications:

Essential:

Experience:

Essential:

Experience of dealing with the Public/Customer service experience

Extensive experience of working in an administrative role to a Board Level Director or Very Senior Manager with a proven track record of problem solving

Experience of managing complex diaries using

own judgement when dealing with conflicting appointments and priorities

Experience with minute taking for complex meetings

High proficiency of working with a range of Microsoft Office packages (e.g. Word, PowerPoint, Excel and

Outlook)

Experience of working in a busy environment

working independently and exercising judgment and decision making skills

Desirable:

Experience of using IT systems including teleconference/video call technology

Additional Criteria:

Essential:

Excellent communication / customer care skills

both written and verbal demonstrating sympathy and compassion

Excellent keyboard / IT skills ensuring accuracy

Highly developed prioritisation skills

Organisation and coordination of meetings including the transcribing of minutes, and action note follow up

Good time management skills

Ability to deal professionally with enquiries from staff, Patients and Visitors

Confidentiality and tact necessary for dealing with people at all levels, and the most complex and sensitive information

Ability to pay attention to detail where there are

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