Executive Assistant

2 weeks ago

Blackpool, United Kingdom Blackpool Teaching Hospitals NHS Foundation Trust Full time

A great opportunity has arisen at Blackpool Teaching Hospitals for two Executive Assistant to join our secretariat team. You will be based in our Trust Headquarters and you will provide support to either the Chief Nurse or Executive Director of Integrated Care.

This role includes diary management, handling correspondence and day-to-day requests into the office, administration and support for key Trust meetings, executive project support and stakeholder management. If you have proven experience as an administrator with good organisational skills, this role could be yours.

To provide a first-class, efficient, and effective confidential service to the Executive team to enable the executives of the Trust to focus on their key responsibilities.

To provide and receive complex and sensitive information ensuring a consistent flow of information communicating with staff at all levels within the Trust.

To maintain confidentiality at all times.

To work in a professional manner maintaining diplomacy and confidentiality in communicating highly sensitive or highly contentious information with internal staff at all levels within the Trust and other external bodies/members of the public (including CQC, NHSEI, MPs) requiring tact, discretion, and reassurance skills and to promote the Trust’s

To manage a diverse workload efficiently and effectively in order to provide a comprehensive and high-quality service to the Executive team to the agreed standard.

To act as the gatekeeper and maintain the designated Executive’s diary, appointments, and time; deciding which scheduled events make the most appropriate use of the Executive’s time, arrange attendance at meetings and ensure that appropriate papers are available.

Blackpool Teaching Hospitals NHS Foundation Trust is a large, integrated provider of acute and community services to the 445,000 population of the Fylde coast health economy and the estimated 11 million visitors to the seaside town of Blackpool. With patients and families at the heart of all we do, we are committed to creating a culture that empowers our staff and inspires us all to deliver first class clinical care. We form a central part of the Healthier Fylde Coast Integrated Care Partnership and our progressive approach to partnership working in the area provides an enviable opportunity to redesign and deliver services that meet the challenges of today’s health system.

We are not underestimating the challenges facing today’s health system but believe there are the foundations here in Blackpool to deliver truly excellent, integrated services that can make a major impact on the lives of the thousands of people we serve.

Be responsible for the planning, organisation, and delivery of complex activities, that may involve local and central Government political leaders, providers, and partner organisations.

Assist the Executive in day-to-day organisational and operational issues including dealing with enquiries and queries from patients, members of the general public and members of staff and to exercise initiative when dealing with these enquiries/queries.

Provide the full range of secretarial procedures, demonstrating comprehensive skills and knowledge in relation to software programmes, through practical experience and other secretarial qualifications.
In accordance with corporate standards, create documents and presentations of a high standard as and when necessary for Board meetings, Board sub-committees, organisation groups, partner agencies, etc. as required.

Organising meetings and seminars using an authoritative manner when required, making use of corporate knowledge to facilitate meetings as necessary and ensuring speakers, equipment, catering, and all facilities are in place.

Taking and transcribing formal minutes of meetings and distributing them in line with Terms of Reference, taking responsibility for follow-up actions resulting from meetings.

To undertake dictation/audio/copy tying or correspondence, reports, strategy documents, action plans, agendas etc.

To arrange/co-ordinate meetings and seminars with multi-disciplinary teams, preparing and distributing agendas and any supporting documentation as required.

To arrange 1:1 meetings as required

Receiving and welcoming visitors in a courteous manner, complementary to the Trust’s corporate image.

To carry out photocopying as required.

To undertake discrete and ad hoc/specific project work and research.

Organising/chasing supporting papers and distribute documents to Board members, Executive Directors, Senior Managers as and when required.

Producing and circulating agendas and relevant papers prior to meetings

If an incident occurs and the Executive Director needs to be made aware, pulling together all necessary information beforehand to ensure that they have all the facts to hand to decide on and initiate appropriate action and where necessary, communicating with others across the Trust.

To prioritise own daily workload/m

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