Executive Assistant Estates

We are seeking a keen and enthusiastic person to provide strong secretarial, organisational, administrative and business support within our key Estates & Facilities Department, supporting the Executive Director & Associate Director.
Supervise administrative staff, delegate tasks, monitor performance, and provide training. Conduct appraisals and address performance issues, fostering professional growth within the team
Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
Taking formal and informal minutes directly for the Director and Associate Director, capturing key points of discussion and managing follow-up actions in a timely manner and to deadlines. Following up on all actions as necessary
Administrating meetings, working groups in all Estates & Facilities disciplines and distributing papers and agendas in a timely manner
Adapt to both predictable routines and unexpected challenges, prioritising effectively to address urgent staff-related issues that arise, ensuring seamless support for Executive Directors
Responding to correspondence in an appropriate manner, drafting replies on behalf of team members as required
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.
- Collating reports, gathering and formatting information from a number of sources
- To work collaboratively with other secretaries and administration assistants to promote effective management of priorities and workflow
- Provide cover for other secretaries and assistants in times of annual leave and sickness absence
- Train new members of staff in systems, contractor procedures and suppliers within the estates 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, e.g. HSE, CQC, PAM, ERIC by providing information and files where appropriate
- Work autonomously acting on own initiative to prioritise tasks
- 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 Estates policies in collaboration with Responsible Person, Authorised Person in the appropriate discipline
- Proactive in proposing improvements to administrative procedures within the Estates & Facilities team and within Executive Director and Associate Directors’ areas of business implementing changes, involving or advising other members of staff as appropriate
- Maintain core communication databases and contact lists including external contractors
- Establish and maintain electronic filing systems for the prompt retrieval of information
- Maintain absence records for Estates & Facilities employees
- Maintain appraisal and training records on behalf of Directors, prompting where action must be taken
- To undertake any other reasonable duties, responsibilities or projects commensurate with this role as required