Executive Assistant to the Chair and Chief Executive Officer
Main area Administration Grade Band 5 Contract Permanent: N/A Hours
* Full time
* Part time
37.5 hours per week (N/A) Job ref 188-THQ1100125
Site CAF Executive PA Team Town Southampton Salary £29970 to 36483 Closing 12/02/2025 23:59 Interview date 18/02/2025
Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Main duties of the job
We are excited to offer an opportunity for an experienced Executive Assistant to come and join our team at University Hospital Southampton NHS Foundation Trust.
You will provide executive/PA support to our Chief Executive Officer, our Chair and our Executive Management Board and Committee Meetings. This role is a pivotal internal and external facing role, where you will provide high level, confidential support, that ensures the interests of our Board and the Trust are represented in a professional manner.
This is a great role in which to use your senior executive level PA experience in an innovative and high performing organisation and would suit an experienced administrator or executive assistant who has successfully supported senior leaders in the public or private sector.
Working for our organisation
University Hospital Southampton is one of Englands largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.
Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.
At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.
At UHS, we proudly champion individuality, recognizing that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
Detailed job description and main responsibilities
Your Responsibilities
What you’ll do:
* You will provide a high quality, comprehensive executive assistant service to our Chief Executive, our Chair and Executive Team. This will include diary coordination, arranging and attending meetings, minute taking and preparation of meeting papers, filing, correspondence and maintenance of shared electronic records.
* You will work closely with external and internal stakeholders, health organisations and colleagues across UHS, including Board members and representatives of NHS and healthcare organisations.
* As an ambassador for UHS, you will communicate professionally and sensitively with a wide range of internal and external stakeholders.
* You will provide support, guidance and compassionate leadership to a team of four Executive Directors Personal Assistants.
What we’re looking for:
* You will have experience of providing a discreet, high quality and comprehensive executive assistant/secretarial service to a Board level senior director.
* You will have managed or supervised a small, but strategically pivotal, team of PAs.
* You will be able to prioritise effectively, working under pressure, while maintaining excellent communication skills, delivered sensitively and at pace.
* You will be familiar with financial and budgetary management and analysis; be able to communicate professionally and effectively on behalf of the executive office with a wide range of stakeholders.
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
To understand the day-to-day responsibilities in more detail, please read the full job description document attached.
Person specification
Physical requirements of the post
* Health and physical abilities sufficient for the post (if necessary with reasonable adjustments with respect to the Equality Act/Disability Discrimination Act).
Qualifications / training required
* Degree or equivalent experience.
* RSA2/3 word processing/typing, or equivalent experience.
* Experience in Data Protection and confidentiality issues.
* PA/Secretarial Diploma/Qualification or equivalent experience.
Previous or relevant experience necessary
* Proven experience in providing a comprehensive PA/secretarial service to a senior manager.
* Proven experience within a supervisory/line manager capacity.
* Finance and Budget management and analysis experience.
* Working within the NHS or large scale corporate environment.
* Previous experience in recruitment/selection of staff.
Aptitudes and skills required
* Excellent Telephone/communication skills.
* Experience in the use of PowerPoint, internet, and computerised diaries.
Values and Behaviours
* Patients First
* Always Improving
* Experience as an administrator or secretary in an organisation with a customer focused environment.
Please be advised that this vacancy may close earlier than stated if we receive a large number of applications. We will not accept any applications or queries via agencies, under any circumstances.
Getting to work should be as easy as possible and that’s why we have introduced the UHS travel promise – a commitment from the Trust that we will provide reasonable travel options for every member of staff. Every member of staff can apply for a permit to use our park & ride facility. Eligibility for on-site parking is dependent on the nature and requirement of the role. All staff can also access a range of discounted benefits relating to travel including reduced price bus tickets, purchase of salary sacrifice bikes and ultra-low emission cars.
Our commitment to equality
Equality remains at the centre of our policymaking, service delivery, and employment practice, giving all employees equal opportunity to develop, apply for promotions, and have working arrangements that enable them to achieve a manageable work-life balance.
UHS actively promotes a work environment free from harassment and discrimination and provides training for managers and staff to ensure this happens. We also closely monitor recruitment activity, training, development, and employment practices to ensure equality of practice with regard to race, colour, ethnic or national origin, religion or belief, gender, sexual orientation, disability, marital status and age.
How and why we use your information
The Trust is under a duty to protect the public funds it administers, and to this end may use the information you have provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes.
The European General Data Protection Regulations enhances individuals’ rights and safeguards all of their data in place under the DPA.
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