Senior Executive Assistant

3 weeks ago

Sheffield, Sheffield, United Kingdom Sheffield Children's NHS Foundation Trust Full time
Sheffield Children's NHS Foundation Trust

We are seeking a dedicated, proactive, and resourceful individual to join our organization in a fixed-term role to cover maternity leave. The primary responsibility of this position is to provide high-level Executive Assistant support to our Chief Operating Officer at Sheffield Children's NHS Foundation Trust.

The ideal candidate will demonstrate a high degree of initiative and sound judgment to effectively manage their responsibilities. The role demands the ability to thrive in a dynamic environment, requiring exceptional communication skills and proficiency in the Microsoft Office suite. You will be expected to maintain composure while managing multiple priorities that must be completed within strict deadlines.

In return, you will be welcomed as an integral member of our team, where your skills and contributions will be highly valued.

Key Responsibilities

This position is based at Sheffield Children's Hospital, with the possibility of remote work depending on service requirements. It offers a chance to enhance your skills and experience by supporting the Executive Directors and Senior Management Team of the organization.

  • Utilize your expertise and independent judgment to effectively manage the calendars of Executive Directors, coordinating appointments, organizing meetings, and making necessary adjustments while liaising with all relevant parties efficiently.
  • Serve as a primary point of contact for clinicians, staff, and external stakeholders, including representatives from the local NHS system, NHS England, regulators, other NHS trusts, local authorities, auditors, patients, and the media, while handling highly confidential and sensitive matters.
  • Organize and facilitate both external and internal meetings as required, preparing initial agendas and ensuring timely distribution of relevant documents.
  • Manage incoming and outgoing correspondence, ensuring that urgent communications are flagged and addressed appropriately in the absence of the Executive Director.
Job Specific Duties
  • Oversee the organization and management of Executive Directors' diaries, coordinating appointments and meetings with independent judgment.
  • Attend executive-level meetings, taking and transcribing detailed minutes and action items for approval, while maintaining accurate records of decisions for future reference.
  • Support colleagues in the Corporate Executive Support Team to deliver business assistance to the Management Team, ensuring the effective achievement of the Trust Board's key objectives.
  • Handle inquiries from internal and external stakeholders on behalf of the Executive Team, ensuring all information is conveyed efficiently and courteously, thereby enhancing the Trust's reputation.
  • Proactively manage incoming correspondence by logging, assessing, and drafting responses as necessary, ensuring only essential items require the personal attention of an Executive Director.
  • Maintain an effective tracking system for correspondence and ensure all relevant materials are prepared for meetings.
  • Facilitate the planning and organization of various events, including conferences, by booking venues, arranging necessary resources, and ensuring proper setup.
  • Coordinate travel arrangements for Executive Directors, ensuring cost-effectiveness and managing logistics, including reimbursements and expense processing.
  • Support the organization of local and national meetings and corporate events hosted by Executive Directors as needed.
  • Possess a thorough understanding of the Trust's policies, procedures, and budgetary guidelines, utilizing Trust systems to support these functions.
  • Effectively utilize Trust HR, payroll, and recruitment systems to support the team's operations and undertake any necessary specialized training.
  • Assist with recruitment processes as required, including arranging interview panels and participating in the onboarding of new employees.
Qualifications and Experience
  • Minimum of 6 GCSEs at Grade 4 or above, including English Language.
  • NVQ Level 4 in Business Administration or equivalent experience.
  • Demonstrated ongoing professional development.
Skills and Attributes
  • Excellent written and verbal communication skills.
  • Proficient in minute-taking and business writing.
  • Strong IT skills, particularly in Microsoft Office.
  • Exceptional organizational abilities.
  • Capability to prioritize tasks effectively to meet deadlines.
  • Understanding of NHS operations.
  • Knowledge of procurement processes.
Personal Qualities
  • Confident, self-motivated, and able to work independently.
  • Strong communicator with tact and diplomacy.
  • Adaptable and flexible, with the ability to influence and persuade.
  • Commitment to maintaining confidentiality.
  • Strong interpersonal skills for effective collaboration with colleagues and stakeholders.
Disclosure and Barring Service Check

This position is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, necessitating a Disclosure submission to the Disclosure and Barring Service to check for any previous criminal convictions.

Employer Information

Sheffield Children's NHS Foundation Trust

Salary: £28,407 to £34,581 per annum, pro rata

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