Executive Assistant

Do you have experience of working Executive Assistant? Can you work at pace and demonstrate an enthusiastic, proactive approach to managing your ever-changing priorities? If so, we'd love to hear from you. We are a small, enthusiastic, and supportive team who work closely together in the support of the Trust's Board of Directors.

Our ideal applicant will be ready to face the challenge, be organised, self-motivated and first-class service delivery focused. You will be personable and have the ability to deliver the level of detail needed. In return, you will be made very welcome, feel valued and be part of a strong NHS team.

The post holder will provide a first-class, efficient and effective Executive Assistant service to members of the Trust Board and be responsible for ensuring proactive and professional service delivery.

The post holder will have delegated authority and responsibility to act independently and handle and deliver decisions and actions.

The post holder will be expected to organise their workload and coordinate their activities to ensure that an efficient service is provided.

The post holder will be capable of the full administrative function of the team, being able to step in to fill gaps when required to do so. It is essential that the post holder can exercise initiative suitable to the role and is fully supportive of other colleagues in the Trust Office.

BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community

We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.

The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.

Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.

We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.

With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.

We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.

Join us. What will you #BeKnown for?

**Job summary**:
The post holder will add value to the Executive Directors through ensuring the delivery of first-class support to enable the Executive Directors to be effective in their organisation and time management and by assisting in the smooth day to day running of the Trust Office.

The post holder will also provide a comprehensive and effective Executive Assistant (EA) role to nominated Directors, including diary management and the compilation of reports, agendas and papers for Meetings as directed by Directors, ensuring key actions are undertaken and the minutes transcribed within strict timescales.

The post holder will be expected to exercise initiative, whilst working independently, in a high profile and busy environment, and to take opportunities to explore improved ways of working in order to enhance the quality and efficiency of the service provided.

The post holder will be required to demonstrate the ability to deal effectively and confidently with people at a senior level and recognise the importance of confidentiality and sensitivity of issues and be able to act using the utmost discretion.

The post holder will act as the Executive Directors’ first point of contact for those internal and external to the organisation. They will deal with all private and confidential correspondence for their Director and provide a bridge from stakeholders to the Director and make decisions as to the best point of contact for those wishing to speak to the nominated Director.

**Job responsibilities**:
The post holder will provide operational management of the Trust Office by delivery of first class administration and support services to the Chair, Non-Executive Directors, CEO and Executive Directors.

Ensure that the relevant working practices/processes are in place for the team to meet admin requirements i.e. IT equipment & stationery ordering, room bookings, refreshments, travel and audio-visual equipment bookings and ordering.

Claiming expenses and mileage on the directors’ behalf. Authorising other directors’/NEDs’ expenses on the Directors behalf.

To be a budget code holder to the Trust Office and Medical Director.

Receive invoices, allocate