Join our team as anExecutive Assistant, where you'll play a pivotal role in supporting the University Hospitals of Liverpool Group Executive Team with comprehensive personal, secretarial, operational, and organisational assistance. In this dynamic position, you’ll act as a vital link between senior internal and external stakeholders, along with staff and patients, ensuring smooth communication and support the efficient running of various portfolios.
You will manage complex diaries, enquiries and issues, taking initiative to identify solutions and providing clear, actionable suggestions. Your ability to prioritise, make decisions, and handle sensitive matters with discretion will be key in ensuring everything operates seamlessly.
As an Executive Assistant, your contributions will be essential in preparing briefings, writing reports, and presentations, as well as coordinating efforts across the Group. You’ll be expected to develop and maintain a strong understanding of key Group priorities, to enable you to provide top level support to the Group Executive Directors. Prior experience of working at Director/C-suite level is imperative for this role.
We’re looking for someone with a professional, solution-focused attitude who is committed to delivering high-level service. If you are proactive, thrive in a fast-paced environment, and are dedicated to excellence, we would love to hear from you!
As an EA, you will provide comprehensive personal, secretarial, and organisational support to the University Hospitals of Liverpool Group Executive Team. You will manage complex diaries, prioritising and scheduling appointments to ensure smooth coordination. Your role will involve drafting reports, letters, and presentations, as well as organising meetings, preparing agendas, and taking minutes. You will also handle confidential communications, responding to emails, queries, and complaints in a professional and timely manner.
Your key responsibilities will include managing the Executive Directors’ diaries, organising meetings, and liaising with both internal and external stakeholders. You will be the first point of contact for the Directors, managing their workload and delegating tasks as appropriate. You will also coordinate meetings, ensuring all necessary arrangements, including catering and equipment, are in place.
Additionally, you will work closely with the Executive Directors to support them and their portfolio. Handling sensitive or complex issues with discretion, and escalating urgent matters in the absence of the Director, will be critical to your role.
You will play an essential part in supporting the Group Executive Directors, contributing to the efficient running of the team and maintaining high standards of communication and service.
Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.
The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.
The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.
It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.
To hear more about our achievements click here
Follow us on Social Media:
Facebook – Liverpool University Hospitals Careers
Instagram - @LUHFTcareers
Twitter - @LUHFTcareers
Please take a moment to review the attached full job description for a comprehensive overview of the role. Below are some of the key duties:
• Provide comprehensive personal assistant and secretarial support to the Group Executive Directors.
• Create letters, reports, and presentation slides using a variety of Microsoft applications, including Word, Excel, PowerPoint, and email, along with any other secretarial tasks as needed.
• Effectively manage multiple complex diaries, adjusting schedules that have a broad impact across the team and beyond, ensuring seamless coordination and minimising disruption. This includes arranging appointments, meetings, and prioritising requests based on workload demands and the Executive Director’s commitments.
• Organise both formal and informal meetings, preparing agendas, action trackers, relevant papers, and minutes, ensuring deadlines are met, particularly for Executive led groups and workstreams.
• Coordinate bookings for meetings, ensuring necessary equipment is available and maintained, and organising catering when required.
• Serve as the first point of contact for the Executive Director’s agenda, prioritising, managing, and delegating key issues as needed to ensure smooth operations.
• Collaborate closely with Group staff, using discretion and judgement to handle situations in accordance with Trust policies.
• Professionally handle and communicate confidential or sensitive information, ensuring discretion when engaging with staff, patients, the public, and external parties.
• Build and maintain effective communication with internal and external stakeholders regarding the Executive Director’s portfolio and the Group’s activities.
• Manage both verbal and written communication efficiently, responding to queries and drafting necessary responses in a timely, confidential, and professional manner.
• Address and resolve verbal or written complaints with empathy and tact, handling sensitive or contentious issues with care and appropriate advice.
• Prioritise and action all emails and correspondence, liaising with relevant staff to ensure follow-up and resolution.
• Keep the Executive Directors fully informed of complex developments, helping to determine priorities and gathering the necessary information to enable informed decision-making.
• In the absence of the Director, escalate urgent or sensitive issues to the appropriate person.
You will be joining a highly skilled and supportive Executive support team, providing essential assistance to the Group Executive Directors. The team is knowledgeable, welcoming, and thrives in an environment that fosters peer support and the sharing of best practice.
This advert closes on Friday 28 Feb 2025