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Executive Assistant to the Medical Director
4 months ago
To provide a highly professional, comprehensive and efficient Executive Assistant service to an Executive Director (ED). Attributes of the successful candidate will include high levels of professionalism, discretion and confidentiality, calmness under pressure and a friendly approachable style.
They will be highly literate, with exceptional attention to detail, and will be able to effectively prioritise numerous tasks and work under pressure to achieve tight deadlines.
Main duties of the job
Key tasks will include but are not limited to:
- Managing the complex diary of the Executive Director, coordinating and arranging meetings, taking minutes and ensuring the Executive Director is fully prepared for meetings, with sufficient time for completing work, and balancing the Executive Director's time as appropriate.
- Monitoring the inbox of the Executive Director, using judgment and authority to prioritise and act on behalf of the Executive Director, draft responses and delegate to other colleagues as appropriate.
- Dealing with enquiries face to face, via telephone, and over email
- Managing communications on behalf of the Executive Director, with both internal and external This will involve liaising on highly complex, sensitive and confidential issues.
- Gathering information and producing reports and presentations as required on behalf of the Executive Director.
- Working in conjunction with the Executive Directors areas of responsibility on key issues.
- Managing travel arrangements as necessary for the Executive Director.
- Working flexibly and providing cover for colleagues within the Executive Management Offices as required
- Coordinating and supporting a range of committees on behalf of the Executive Director including producing/circulating papers, taking minutes and following up on actions.
- At all times maintaining and promoting the professional image of the Office of the Executive Director.
Working for our organisation
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 12000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people – patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values – Together - Safe, Kind, Excellent – are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Detailed job description and main responsibilities
This vacancy will close at midnight on the 28th April 2024.
Interviews are due to be held on w/c 6th May 2024.
Benefits to you
We offer development opportunities and a wide range of benefits including on-site leisure facilities, shopping concourse, day nurseries and access to a great transport system with easy access to airports and rail travel.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person specification
Qualifications
Essential criteria
- Educated to degree level or NVQ lev el 4 or equivalent.
- Customer Service/Business Admin /ITQ or equivalent professional experience.
Desirable criteria
- Secretary qualification or equivalent Team leader/management qualification.
Experience
Essential criteria
- Experience of a busy clerical/office environment.
- Secretarial and /or complex administrative experience.
- Prioritising, planning and organising own and others tasks.
- Experience of dealing with difficult situations and confrontations.
- Data entry experience and documentation.
Desirable criteria
- Previous experience of working in NHS.
Knowledge
Essential criteria
- Confidentiality and data protection processes and procedures.
- Customer service.
- Good working knowledge of office procedures and all Microsoft office packages.
- Awareness of NHS targets and Trust priorities Awareness of anti-discriminatory issues.
Desirable criteria
- Knowledge of the Trust including awareness of priorities.
- Knowledge of Trust information systems.
Skills
Essential criteria
- Ability to manage/work as part of a team.
- Excellent communication skills including telephone, email, face to face.
- Ability to organise and manage own time and others to keep to schedule and deadlines.
- Ability to analyse and present complex data.
- Ability to manage projects.
- Ability to use own initiative and work autonomously.
- Leadership skills.
- Excellent IT skills - ability to use Microsoft office applications including spread sheets and email.
- Knowledge and understanding of virtual meeting tools such as Zoom and TEAMS.
- Developed accurate and speedy typing and key board skills.
- Willing to take on/learn new skills.
- Ability to show attention to detail and accuracy.
- Ability to adapt to change.
- Ability to work under pressure.
- Ability to store and safeguard confidential documents.
- Ability to take minutes to a high standard.
Desirable criteria
- Ability to touch type.
- Ability to work with budgets.
- Ability to requisition general stock.
Additional Requirements
Essential criteria
- The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.
