Job summary
An opportunity has arisen for a highly efficient and experienced Executive Assistant to support and coordinate the office for the Director of Capital, Estates and Facilities Management.
You will engage with a wide range of staff up to executive level and external agencies, so excellent communication skills are essential. You must have diary management skills with the ability to arrange and negotiate complex meetings, have exceptional organisational skills, and be able to take minutes of meetings at board level.
You will need to be a calm individual who can work under pressure, meeting tight deadlines and managing a varied and continually changing workload.
Please note: this role requires on-site working, Mon-Fri.
Main duties of the job
To provide a highly professional, comprehensive, effective and efficient executive assistant service to the Director of Capital, Estates and Facilities Management.
Managing the complex diary of the of Capital, Estates and Facilities Director, coordinating and arranging meetings, taking minutes and ensuring the Director of Capital, Estates and Facilities is fully prepared for meetings, with sufficient time for completing work, ensuring effective time management as appropriate
Monitoring the inbox of the Director of Capital, Estates and Facilities, using judgment and authority to prioritise and act on behalf of the Director of Capital, Estates and Facilities, draft responses and delegate to other colleagues as appropriate.
Dealing with enquiries face to face, via telephone, and email.
About us
Our Trust
Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 11000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.
CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.
Job description
Job responsibilities
Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment
This vacancy will close at midnight on the 22nd September 2024.
Interviews are due to be held on 9th October 2024.
Benefits to you
At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.
On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.
CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.
Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.
We welcome applications from the Armed Forces.
Person Specification
Qualifications
Essential
1. Educated to degree level or NVQ level 4 or equivalent experience.
2. Customer Service / Business Admin / ITQ / Human Resources or equivalent professional experience.
Desirable
3. Secretary / PA qualification or equivalent.
4. Team leader/management qualification.
5. Typing qualification or equivalent experience.
6. Specific technical/professional qualification.
Experience
Essential
7. Secretarial and/or complex administrative experience.
8. Prioritising, planning and organising own and others tasks.
9. Experience of dealing with difficult situations and confrontations.
10. Data entry experience and documentation.
Desirable
11. Previous experience of working in NHS.
12. Previous PA working experience.
13. Previous experience of workforce activities.
14. Recruitment and selection of staff.
15. Performance management of staff.
Knowledge
Essential
16. Confidentiality and data protection processes and procedures.
17. HR / workforce processes and procedures.
18. Customer service.
19. Good working knowledge of office procedures and all Microsoft office packages.
20. Awareness of NHS and Trust priorities.
21. Awareness of equality and diversity.
Desirable
22. Knowledge of the Trust including awareness of priorities.
23. Knowledge of Trust information systems.
Skills
Essential
24. Ability to manage / work as part of a team.
25. Excellent communication skills including telephone, email, face to face.
26. Ability to organise and manage own time and others to keep to schedule and deadlines.
27. Ability to analyse and present complex data.
28. Ability to manage projects.
29. Ability to use own initiative and work autonomously.
30. Leadership skills.
31. Excellent IT skills - ability to use Microsoft office applications including spread sheets and email.
32. Developed accurate and speedy typing and key board skills.
33. Willing to take on/learn new skills.
34. Ability to show attention to detail and accuracy.
35. Ability to adapt to change.
36. Ability to work under pressure.
37. Ability to store and safeguard confidential documents.
38. Ability to take minutes to a high standard.
Desirable
39. Ability to touch type.
40. Ability to work with budgets.
41. Ability to requisition general stock.
Additional Requirements
Essential
42. The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.