Job summary
We are looking for a confident and experienced Executive Assistant who will provide comprehensive support to the Trust's Chair and Chief Executive Officer and also take responsibility for the smooth management of the administration team, which provides support to a range of Executive Directors and Trust officers based at Trust Headquarters. This is a highly responsible and demanding role and will require the successful candidate to demonstrate proficient organisational skills, high levels of confidentiality, attention to detail and the ability to work in a fast moving, and often highly pressurised environment.
Applicants must be able to demonstrate experience of providing support at this senior level, managing people and have the ability to work on their own initiative, appropriately delegating work to members within their team. You will have the flexibility to implement new procedures and systems to assist with the smooth running of the team.
This is a full time position based at Trust Headquarters in Lincoln.
For any further information regarding the role, please contact Amy Poole, Deputy Trust Secretary, on 01522 309196.
Main duties of the job
To provide a comprehensive, confidential, supportive and efficient administrative support to the Trust Chair and Chief Executive of Lincolnshire Partnership NHS Foundation Trust.
To organise the work schedule of the Trust Chair and Chief Executive to enable them to maximise their effectiveness and to ensure the smooth running of the Trust Chair and Chief Executive's office.
To operate with maximum delegated responsibility and develop the role in support of the Trust's key objective to be a leading edge, high performing organisation.
To exercise use of own initiative and judgement in attending to all contacts with the Trust Chair and Chief Executive's Office and dealing with those matters that the post holder feels competent to do so - this discretionary responsibility will be fully delegated by the Trust Chair and Chief Executive, at a level commensurate with the competence of the postholder.
To maintain professional and effective communications in support of the Trust Chair and Chief Executive in their role. The role is responsible for managing the most senior office and must make an impressive and efficient impact in terms of external and internal relationships.
To provide and receive sensitive and contentious information on behalf of the Trust Chair and Chief Executive. Deal with exchanges of confidential, sensitive and contentious information with the Chair, Executive Directors and senior members of staff, and all other staff within the Trust.
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!
We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has a range of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more .
Date posted: 07 April 2025
Pay scheme: Agenda for change
Band: Band 5
Salary: £29,970 to £36,483 a year Per annum
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: 274-11431-COR
Job locations
Corporate Governance Team
Trust Headquarters, St George's Long Leys Road
Lincoln
LN1 1FS
Job description Job responsibilities
Maintain an accurate and efficient electronic diary for the Trust Chair and Chief Executive.
Compose routine letters as well as prepare more complex correspondence for approval prior to signature, combining material from a number of sources.
Deal with incoming post and telephone calls with efficiency and courtesy and filter/re-direct as necessary. Liaise with, and support, the Deputy Trust Chair and Acting Chief Executive during periods of absence.
Deal with written and verbal complaints, on behalf of the Trust Chair and/or Chief Executive, with efficiency, sympathy and discretion and in accordance with Trust policies.
Maintain an efficient bring forward system to ensure the Trust Chair and Chief Executive has appropriate documentation in a timely fashion.
Maintain efficient filing system to ensure relevant documentation is accessible.
Provide administrative support and produce minutes, for internal and external meetings chaired by the Trust Chair and/or Chief Executive.
Prepare Trust Chair and Chief Executive travel claims, in preparation for signature prior to submission to the Trust's electronic expenses system.
To recruit, manage, and supervise members of the Executive Administration Team (four personal assistants and one team administrator).
Draft meeting reports and other documentation on behalf of the Trust Chair and Chief Executive.
Person Specification
Qualification Essential
* RSA III Word processing or equivalent in typing/word-processing.
* Education to Degree level or equivalent experience.
* Willingness to undertake additional training as necessary.
* Qualification in Management or experience in managing staff.
Desirable
* AMSPAR.
* Shorthand skills.
Experience Essential
* Extensive experience and knowledge of administration procedures including the use of clinical and non-clinical systems.
* Experience in the supervision and management of staff.
Desirable
* Experience and knowledge of CAMH services.
* Experience in project management.
Special Requirements Essential
* Excellent organisational skills.
* Diary management skills.
* Ability to communicate at all levels both written and verbal.
* Ability to deal with difficult situations with tact and understanding.
* Ability to manage change and assist staff in the management of change.
* Must be reliable and able to work under pressure and to deadlines.
* Ability to work on own initiative and be self-motivated.
* Time management skills and able to prioritise workload.
* Ability to maintain confidentiality and ensure staff in sphere of management do likewise.
* To be able to travel without the use of public transport to participate in meetings and training in other parts of the county.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name: Lincolnshire Partnership NHS Foundation Trust
Address: Corporate Governance Team
Trust Headquarters, St George's Long Leys Road
Lincoln
LN1 1FS
Employer's website: https://www.lpft.nhs.uk/
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