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Senior Executive Assistant

2 months 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 provide Executive Assistant support to our Chief Operating Officer. This position is essential in ensuring the smooth operation of our executive functions.

The ideal candidate will demonstrate a high level 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 under tight deadlines.

As a valued member of our team, you will be welcomed and recognized for your skills and contributions.

Key Responsibilities

This role is primarily based within our organization, with opportunities for remote work as needed. It offers a chance to enhance your skills and experience by supporting the Executive Directors and Senior Management Team.

  • Utilize your expertise and independent judgment to effectively manage the schedules 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 various organizations, ensuring effective communication, especially regarding sensitive and confidential 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, ensuring efficient coordination of appointments and meetings.
  • Attend executive-level meetings, taking detailed minutes and preparing reports for approval, while maintaining accurate records of decisions made.
  • Support colleagues in the Corporate Executive Support Team to deliver business support to the Management Team, ensuring alignment with the Trust's objectives.
  • Handle inquiries from internal and external stakeholders on behalf of the Executive Team, promoting a positive image of the organization.
  • Proactively manage incoming correspondence, logging and drafting responses as necessary, while ensuring that only essential items require the Executive Director's attention.
  • Maintain an effective tracking system for correspondence and ensure all necessary documents are prepared for meetings.
  • Plan and coordinate various events, including conferences, ensuring all logistical aspects are managed effectively.
  • Organize travel arrangements for Executive Directors, ensuring cost-effectiveness and efficiency in logistics.
  • Facilitate local and national meetings and corporate events as required by the Executive Director team.
  • Possess a thorough understanding of the organization's policies and procedures, utilizing them to support operational effectiveness.
  • Utilize HR and recruitment systems to assist in the effective functioning of the team and organization.
  • Support recruitment processes as needed, including arranging interview panels and assisting with the onboarding of new staff.
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 the operational framework of the NHS.
  • 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 a Disclosure and Barring Service check to ensure the safety and integrity of our organization.

Employer Information

Sheffield Children's NHS Foundation Trust

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