Executive Assistant to Trust Executive Director
Band 5
Main area: Administration Grade Band 5
* Contract: Permanent
* Hours: Full time
* Flexible working
37.5 hours per week
Job ref: 246-COR6957644
Site: County Hall, Town: Norwich
Salary: £29,970 - £36,483 gross per annum
Salary period: Yearly
Closing: 11/02/2025 23:59
Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,800 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 1,400+ staff provide non-clinical support, including cleaning, catering, delivering supplies, ward administration, information technology, human resources and financial services.
We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.
We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we’d love you to join us!
We will consider flexible working arrangements for our roles; please indicate in your application if this is something you require.
Job overview
A great opportunity has arisen to provide competent and effective administrative support to an Executive Director.
We are looking for someone who can effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. The ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.
Main duties of the job
The role will include providing accurate, prompt and efficient administrative support to an Executive Director, which ranges from diary management, email management, arrangement of meetings, providing administration support for meetings, maintaining action logs, supporting customer services processes and using a variety of business systems.
This is an important role, interfacing on a regular basis with the Board, the Executive Team, senior managers and a wide variety of Trust staff and external organisations/individuals.
Detailed job description and main responsibilities
Management Support
Provide accurate, prompt and efficient administrative support to the Executive Director(s) and Trust Management team, which may include supporting the production of presentations, spreadsheets, and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism.
To support budgetary responsibilities for the Executive Director(s) including procurements and requisitions. Check expenses claims.
Diary and email management for the Executive Director(s) to include appointments, meetings, and regular commitments. To assist in organising and prioritizing the workload of the Executive Director(s) as required and directed.
To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings.
Support Committee meetings as required, support associated groups and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc.
Act as an effective channel of communication between the Executive Director(s) and the rest of the organisation.
Communication
Act as the first point of contact for the Executive Director(s), dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system.
The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders on behalf of the Executive Director(s), including service users and carers, Governors, clinicians and senior leaders across the Integrated Care Boards and Partnerships.
Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.
Manage complaints calls and letters from service users, carers and the wider public, MPs and other stakeholders etc, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.
Service Development
Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.
Person specification
Qualifications
* Degree or equivalent knowledge / significant Executive Assistant experience at Board level
Experience
* Experience of coordinating meetings, agendas and preparing relevant materials
* Significant experience of working for and supporting senior management and Board/Board committees.
* Experience of managing an online database.
Skills
* Communication skills including ability to communicate information to a wide range of audiences, including dealing with sensitive information and managing often emotive conversations.
EQUAL OPPORTUNITIES Apart from its legal duties in relation to equality and diversity, the Trust recognises and actively promotes the benefits of a diverse workforce and is committed to treating all employees with dignity and respect regardless of race, gender, disability, age, sexual orientation, religion or belief.
As a part of the Disability Confident Employer Guaranteed Interview Scheme we interview all disabled applicants who meet the essential criteria for the job vacancy (outlined in the Person Specification). We encourage you to indicate your eligibility through TRAC jobs when applying.
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