Executive Assistant

5 days ago

Gloucestershire, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Job summary

As an Executive Assistant (EA), the post-holder is responsible for providing executive level assistance and support to their Executive Director (and deputy) and the Chair in all of their organisational undertakings, by setting high standards in how they present themselves and in everything they say and do as the front-facing representative of their Executive Director. They will always follow and lead with best practice and expect this of those around them. The post-holder will provide a high quality and confidential office management and secretariat service to their Executive Director whilst exercising initiative, tact, independent judgement as well as strong interpersonal and organisational skills.

The EA will source and gather information to assist their Executive Director/Chair in prioritising their workload effectively to ensure that deadlines are met, whilst using initiative and discretion to ensure that the most efficient use is made of the Directors' time, having the ability to oversee and manage a multitude of tasks, working to tight deadlines and with frequently changing priorities.

The post-holder will be one of the first points of contact in respect of all forms of communication for their Executive Director/Chair and will perform a wide range of responsible and confidential duties, thereby enabling their Executive Director/Chair to focus on strategic issues.

Main duties of the job

The post-holder will ensure the administrative functions within the Directorate run smoothly, continuously looking at improving processes to ensure the effective delivery of the services. They will work collaboratively with their peer EAs to ensure that there is visibility and co-ordination of service across the executive support function.

Of key importance is the ability to recognise the high-profile nature of the work of their Executive Director whilst ensuring that all work produced is of the highest standard. This includes being aware of the main issues facing the Trust and their Director, and recognising the need to be aware of sensitive issues, using tact, diplomacy and discretion at all times. The Executive Director is to be supported to the level that they are not left exposed at any time through non-completion of a task, attendance at a meeting or holding of information necessary to perform their executive responsibilities.

About us

We have an exciting opportunity for an ambitious, professional and dedicated Executive Assistant to join our forward-thinking team. In this pivotal role, you will be key to supporting the enhancement of our secretariat function, ensuring that we meet all our ambitions to streamline decision-making, reduce delays and enhance organisational agility. Your expertise will be essential in navigating the complexities of the work of the Chair and the Director of Integrated Governance while maintaining the highest standards of confidentiality supporting practical results that achieve goals and objectives.

Reporting directly to the Director of Integrated Governance, your primary role will be their Executive Assistant and support to the Chair . As a key member of the Integrated Governance directorate, your role will involve extensive collaboration with all directors within the Trust, its subsidiary, and senior managers across the 'group'.

This position offers a diverse and varied scope of responsibilities, from providing essential administrative support to the Chair and Director of Integrated Governance, minuting key meetings in the sphere of corporate governance and supporting the development of a newly formed centralised secretariat. If you are ready to make a significant impact within our organisation and drive our administrative support to new heights, we would love to hear from you.

Job description

Job responsibilities

Organisation of:

1. Emails / Correspondence

2. Scheduling / Diary Management

3. Meeting Documentation

4. Meeting Administration

5. Secretariat Processes

6. Key Relationships / Team Working

7. Line Management and Working Arrangements

8. Continued Professional Development

9. Essential Qualifications, Experience, Skills and Behaviours

10. Physical, Mental and Emotional Effort

Please see the attached job description for full details of the role

Person Specification

Qualifications

Essential

Knowledge of a full range of administrative and organisational policies and procedures, acquired through training and relevant experience to degree level or equivalent Touch typing with a typing speed in excess of 60wpm Evidence of taking up opportunities for Continuing Professional Development

Desirable

RSA/Pitman shorthand RSA Stage 3 or equivalent secretarial qualification

Knowledge, skills and abilities

Essential

Excellent interpersonal, negotiating, persuasion and influencing skills, both written and verbal. Demonstrable experience working at secretarial EA level, within or outside the NHS Minute taking experience; taking and transcribing formal minutes of meetings An excellent communicator at all levels and across wide ranging stakeholders within and outside an organisation, with the ability to build credibility and relationships quickly Ability to plan and organise complex activities or programmes requiring formulation / adjustment Ability to deal appropriately and professionally with confidential, complex and sensitive information Flexibility and ability to cover for other members of the team Motivated and innovative making improvements and finding new ways of working Independent thinker, capable of scoping a given task and co-ordinating activity to ensure it is delivered within the timescales identified.

Desirable

Knowledge of Trust systems (for which training will be given if necessary): Datix, SharePoint, P2P, Internet, Intranet Knowledge and experience of working within an Acute NHS Trust setting

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