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Executive Administrative Coordinator

3 months ago

Luton, Luton, United Kingdom Bedfordshire Hospitals NHS Foundation Trust Full time

Job Overview

The successful candidate will deliver exceptional, confidential administrative and secretarial assistance to the Women's Health Leadership Team, ensuring efficient diary management and accurate minute-taking. The individual must adeptly prioritize tasks daily and on an ad-hoc basis, aligning with the organization's requirements and ensuring timely completion of responsibilities.

Key Responsibilities

  • Provide comprehensive secretarial support for meetings and committees, including organizing venues, setting up virtual meeting invitations, compiling documents, producing minutes, and managing relevant correspondence.
  • Prepare and format performance reports, board documents, and presentations using PowerPoint.
  • Manage diaries and emails effectively to optimize communication.

About Our Organization

Bedfordshire Hospitals NHS Foundation Trust serves a diverse population of approximately 700,000 individuals across two hospital sites. Our facilities provide essential services, including emergency care, maternity, and pediatric services. Joining our team means becoming part of a supportive and high-performing Trust dedicated to the health and wellbeing of our staff. As one of the largest NHS Trusts in the region, we offer extensive training and development opportunities to foster your career growth. We are committed to delivering top-tier patient care through the best clinical practices and technology available.

Our Core Values

We prioritize not only qualifications and experience in our recruitment process but also the values and behaviors that align with our Trust's mission. Our commitment to inclusive recruitment practices ensures that we promote equality and diversity, fostering a culture that appreciates differences.

Please be aware that job vacancies may close once a sufficient number of applications have been received. All new hires will undergo a probationary period during their initial six months. Travel between hospital locations may be necessary. We encourage you to review all attached documents to familiarize yourself with the job requirements.

Job Duties

  • Maintain effective communication within the team and across the Trust, ensuring timely dissemination of information using appropriate methods.
  • Build and sustain relationships, employing a range of interpersonal skills to fulfill the role's responsibilities.
  • Collaborate closely with all staff levels, ensuring a friendly and professional approach in all interactions.
  • Provide support to colleagues, including covering for absences and assisting team members as needed.
  • Prioritize tasks to manage competing demands and the unpredictability of the role.
  • Develop relationships with external colleagues and committee members related to Women's Health.
  • Gather information requiring judgment and assessment in situations with multiple solutions.
  • Work independently and as part of a team, managing personal workload effectively to meet deadlines.
  • Create and maintain efficient office systems.
  • Demonstrate strong organizational skills to meet deadlines consistently.
  • Contribute to the development and maintenance of monitoring systems.
  • Utilize advanced keyboard skills for accurate data entry and document preparation.
  • Address inquiries from visitors, including senior staff and Trust Board members.
  • Compose and type correspondence and other necessary documentation.
  • Manage inventory and order supplies as required.
  • Ensure compliance with mandatory training requirements.
  • Undertake any additional duties that are reasonable within the scope of the role.

Qualifications

Essential

  • 5 GCSEs or equivalent, including English Language and Mathematics.

Desirable

  • Secretarial qualification.

Experience

Essential

  • Proven experience in a secretarial or personal assistant role supporting a senior leader.

Desirable

  • Familiarity with NHS organizations.

Personal Skills

Essential

  • Proficient IT skills, including email, Word, Excel, and PowerPoint.
  • Discreet and confidential demeanor, with a friendly and helpful attitude.