Executive Assistant to The Executive Director

4 months ago

Plymouth, United Kingdom University Hospitals Plymouth NHS Trust Full time

A great opportunity has arisen for an experienced and confident Executive Assistant to join our team and provide office/business support to our Executive Directorate.

The role is highly varied and challenging but also rewarding. You will manage the day to day running of our Executive Directorate, liaising with members of the Trust Board, leaders and colleagues across the organisation as well as a number of regional and national teams. You will be able to effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. On a personal level, the ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.

You should already have significant demonstrable experience working as an Executive Assistant or equivalent role supporting Senior Manager or Board level teams. You will be able to demonstrate advanced office skills using a variety of software including Word, Excel and PowerPoint.

In return for your enthusiasm and commitment we will provide you with a tailored support & development package.

**Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.**

To support the Executive Director to deliver their role within the corporate agenda of the Trust. To provide an effective, comprehensive and confidential range of business support to ensure the smooth running of the Director’s function/responsibilities.

You will manage the day to day running of an Executive Director’s office liaising with members of the Trust Board, Trades Unions, leaders and colleagues across the organisation as well as a number of regional and national teams and stakeholders. In addition, you will be required to work within the structure of the Executive Assistant team whilst effectively communicating with the wider PA function across the Trust to ensure that cross discipline communication is effective to further enhance the Executive Directors oversight.

To create and maintain effective working relationships at all levels, internal and external to the Trust establishing a strong professional network.

The post holder will undertake a range of responsibilities including, but not exclusively.
- Providing efficient and high quality confidential and comprehensive support to the Executive Director for all designated projects and day to day functionality.
- Close working relations within the Executive and Senior Management Team (SMT) to ensure all matters are dealt with and delivered in an efficient and timely manner.
- Take the lead in reviewing agendas for critical key meetings, reviewing all papers to ensure that they are sourced, conclusive and submitted in a timely manner in line with the Trust’s corporate calendar. Meet with senior managers and line managers, as appropriate, to coordinate reports and information required.
- Assist the Executive Director in managing their direct reports by taking responsibility to ensure annual leave and absences are recorded and coordinated, scheduling regular work flow meetings and coordinating subsequent output, booking development reviews and monitoring training requirements as set out within the Trusts mandatory training policy.
- Support the Director with major business projects by leading the coordination of all meetings, provide point of contact for all key stakeholders (external and internal), manage process and implementation of key activities. Identify critical activities for the Executive Director and ensure these are delivered on time with the relevant quality and accuracy of information.
- To source, extract and analyse management information from various sources as requested. This includes report preparation, formatting and proof reading on behalf of the Director, based on an analysis of data and preparing summaries of complex national reports and policy documents.
- Providing a communication link for the Director initiating the cascades of relevant information in any absence, which can be complex or of a sensitive nature. This may involve persuasive, motivational and negotiating skills. Initiating the first response to urgent and important issues and, when appropriate, delegating tasks to other team members for appropriate actions. Employ a consistently professional and confident approach, reflecting the Trust values at all times.
- Arrange the preparation and distribution of agendas and papers for meetings, in accordance with Trust policies, procedures and timescales. Take and transcribe complex accurate minutes at specified formal meetings or committees, as required, in a timely fashion, ensuring that all follow-up action is noted and subsequent actions are seen through to fruition. Assisting in the compilation and production of reports for the

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