Executive Assistant

1 month ago

East Grinstead, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

This is an exciting opportunity to work at the heart of the corporate offices at Queen Victoria Hospital as executive assistant to one or more executive directors, their senior management and directorates, working as part of the wider corporate affairs team.

**Duties**:

- Complex diary management including organising meetings
- Providing administrative support to meetings including drafting agendas and taking minutes
- Provide a discreet and confidential support role using own initiative, dealing with sensitive and complex information on a regular basis and communicating complex and sensitive information to staff at all levels of the organisation as and when required
- Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
- Planning and organising events, meetings and workshops with both internal and external stakeholders including selection of the venue, organising invitees, travel and the provision of materials for the event working closely with the executive director
- To work collaboratively with other executive assistants to promote effective management of priorities and workflow

**Skills**:

- 60 wpm touch-typing (RSA3 equivalent)
- High standard of verbal and written communication skills
- Good attention to detail and accuracy whilst working within strict deadlines
- Excellent interpersonal skills including integrity, confidentiality and discretion
- Minute taking without use of audio recording devices, at both formal and informal meetings
- Decision making skills including negotiation and persuasion
- Ability to prioritise and use own initiative, working with mínimal supervision

Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.

We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise. Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services. Patients consistently rate QVH amongst the top hospitals in the country for quality of care.

Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.

**Duties**:

- Provide a discreet and confidential support role using own initiative, dealing with sensitive and complex information on a regular basis and communicating complex and sensitive information to staff at all levels of the organisation as and when required
- To build and manage effective working relationships with a wide range of key individuals, working groups and representatives of organisations.
- Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
- Planning and organising events, meetings and workshops with both internal and external stakeholders including selection of the venue, organising invitees, travel and the provision of materials for the event working closely with the executive director
- Administrating meetings and distributing papers and agendas in a timely manner
- Taking formal and informal minutes directly onto a laptop, capturing key points of discussion and managing follow-up actions
- Responding to correspondence in an appropriate manner, drafting replies on behalf of team members as required
- Collating reports, gathering and formatting information from a number of sources
- To work collaboratively with other executive assistants to promote effective management of priorities and workflow
- Provide cover for other executive assistants in times of annual leave and sickness absence
- Train new members of staff in systems and filing procedures within the corporate affairs team and within executive director’s area of business
- Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data
- Support internal and external audit teams by providing information and files where appropriate
- Work autonomously acting on own initiative to prioritise
- Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner
- Publish and update accurate information on the Trust’s Intranet and website as required in accordance with the relevant policies
- Proactive in proposing improvements to administrative procedures within the corporate affairs team and within executive director’s areas of business implementing changes,

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