Executive Personal Assistant

7 months ago

Chesterfield, United Kingdom Chesterfield Royal Hospital NHS Foundation Trust Full time

We have an exciting opportunity for an Executive Personal Assistant who is organised, efficient and proactive in their approach to join our team to provide high quality administrative support to our Executive Directors.

Our colleagues are very important to us and we would welcome a conversation with you about full time, part time or flexible working options.

This post will initially support the Director of Human Resources and OD, but it should be noted we are currently reviewing the support across our Executive team portfolios. The EPA’s work flexibly to provide support to the wider Executive teams and cover for other EPAs as required during annual and other leave and during busy periods.

You will be responsible for complex diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

You will be required to support high level meetings by producing, collating and distributing agenda’s and you will also attend meetings to ensure high quality minutes and actions are documented.
- who you are, your talent and the potential you'll bring is equally important and we will support you to be the best you can be.

We are a values-led organisation and have embedded our Proud to Care Values: leading with care, openness, integrity and an inclusive culture, at the heart of everything we do, ensuring we provide patients with the best possible care and making our Trust a great place for our people to work. Our ambition is to provide consistently exceptional care for our patients and to achieve an “Outstanding” rating with the CQC and we developed our Royal Academy of Improvement, to ensure everyone can find the help and support they need to drive improvements.

We are firmly rooted in the founding principles of the NHS, and we have built on this through our "Leading the Chesterfield Way" framework. We know people have a life and responsibilities outside of work and offer flexibility and a raft of support to care for your physical and mental well-being

Job purpose
- To provide a comprehensive high quality Executive Personal Assistant (EPA) service to the Executive Director.
- The EPA will ensure the efficient and effective use of their time and support their workload accordingly and provide a comprehensive and efficient EPA/secretarial service through a variety of administrative and clerical tasks.
- The EPA will work flexibly to provide support to the wider Executive team and cover for other EPAs as required during annual and other leave, and during busy periods.

Key Result Areas
- To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.
- Acts as a focal point for all enquiries. Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate.
- To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.
- High level of flexibility required to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.
- Excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.
- Producing documents using a variety of software packages.
- Collation and preparation of agendas and supporting papers. Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.
- Composing, typing and sending out routine letters with and without Executive approval, and preparing more complex correspondence for approval.
- Combining material, often of a specialised or technical nature, from a number of different sources to produce written reports with discretion on presentation format. Collating and analysing information as required.
- To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.
- Devise and implement systems to ensure adherence to deadlines are met.
- To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.
- Work flexibly to provide cover and support the Executive Admin Team.
- It is expected that the postholder will undertake formal Loggist training and participate on a Loggist rota as required.
- To recognise the importance, sensitivity and confidentiality of issues at all times, and therefore acting using the upmost discretion

KNOWLEDGE, SKILLS AND EXPERIENCE

Ability to independently interpret and

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