Job Overview
The Executive Personal Assistant role is a key part of the Trust Headquarters and is responsible for the provision of an efficient and effective administrative service to the Executive Directors. An opportunity has arisen for an Executive Personal Assistant to principally support the Chief Nurse, but with the flexibility to work for other executive directors.
The successful candidate will have previous secretarial experience, experience of servicing meetings, be able to demonstrate an ability to work well as part of a team and remain calm when working under pressure.
Essential key skills for the role include high speed accurate typing with relevant qualifications and experience, a pro-active nature and the ability to demonstrate sound organisational and interpersonal skills with good attention to detail.
Main duties of the job
Specific Role Requirements Include
1. Provide Executive Personal Assistant support to the Director[s] on a daily basis, which will include organising and maintaining complex diaries, email inbox management, sorting and distributing of incoming mail, composing letters/responding to emails, prioritisation of work, producing basic reports, managing checklists and databases, creating PowerPoint presentations or basic Excel spreadsheets, photocopying, researching and filing information.
2. Provide secretarial support for key meetings as directed by the Director[s] including timely preparation and circulation of agendas and supporting documentation, arranging venues and equipment, attending meetings and producing accurate minutes which record key decisions and actions.
3. Use excellent customer service skills to be the first point of contact (ie receiving visitors and telephone calls) for the Director[s].
4. Liaise confidently with staff and colleagues and a range of internal and external stakeholders.
Working for our organisation
We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.
We want to attract staff who embrace our ‘Right Care’ behaviours of compassion, a commitment to quality of care and working together for patients – we want to make these part of our DNA.
Detailed Job Description And Main Responsibilities
For full details of this job vacancy, please see attached full job description and person specification.
Person specification
Qualifications
Essential criteria
1. Educated to degree level or significant level of experience
2. Accurate keyboard skills to RSA III or equivalent
Desirable criteria
1. Qualification in Microsoft Office or equivalent
Experience
Essential criteria
1. Significant experience of working at PA/EA level in a fast-paced administration environment
2. Experience of dealing with complex diary management involving multiple stakeholders from multiple sources
3. Experience of taking minutes and supporting meetings
Desirable criteria
1. Experience of working at PA/EA level in a healthcare setting and knowledge of hospital electronic systems and databases
2. Experience of managing a director's inbox and prioritising accordingly
3. Experience of planning, managing and supporting large events
Skills
Essential criteria
1. High level organisational and administrative skills
2. Demonstrable communication skills, both verbal and written, to a range of stakeholders
3. Ability to draft meeting notes and minutes, capturing appropriate actions
4. Ability to prioritise and respond to workload and deal with conflicting demands and pressures.
Desirable criteria
1. Audio typing
Knowledge
Essential Criteria
1. Demonstrable knowledge of NHS administration
2. Knowledge of regulatory requirements
3. Advanced knowledge of Microsoft Office applications
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