Job summary Join our team as an Executive 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 Main duties of the job 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. About us 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 https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf Follow us on Social Media: Facebook - Liverpool University Hospitals Careers Instagram - LUHFTcareers Twitter - LUHFTcareers Date posted 18 February 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 Reference number 287-CEF-442-24-A Job locations Royal Liverpool Hospital, with occasional travel to other sites Mount Vernon Street Liverpool L7 8YE Job description Job responsibilities 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 Directors 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 Directors 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 Directors portfolio and the Groups 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. Job description Job responsibilities 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 Directors 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 Directors 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 Directors portfolio and the Groups 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. Person Specification Qualifications Essential Degree level of education or relevant experience Evidence of personal and professional development Desirable RSA3/equivalent or formal secretarial qualification Experience Essential Experience in managing resources and stock Experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures Desirable Experience of managing or supervising staff Knowledge Essential Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook Skills Essential Ability to seek, analyse and evaluate information Ability to maintain accurate filing/documentation systems Possession of strong organisational skills Have a well planned, organised and systematic approach to tasks Diplomatic and able to communicate with all disciplines Have a high attention to detail Ability to use own initiative and work unsupervised Ability to work well under pressure A proactive team worker with motivational skills Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service Person Specification Qualifications Essential Degree level of education or relevant experience Evidence of personal and professional development Desirable RSA3/equivalent or formal secretarial qualification Experience Essential Experience in managing resources and stock Experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures Desirable Experience of managing or supervising staff Knowledge Essential Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook Skills Essential Ability to seek, analyse and evaluate information Ability to maintain accurate filing/documentation systems Possession of strong organisational skills Have a well planned, organised and systematic approach to tasks Diplomatic and able to communicate with all disciplines Have a high attention to detail Ability to use own initiative and work unsupervised Ability to work well under pressure A proactive team worker with motivational skills Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name Liverpool University Hospitals NHS Foundation Trust Address Royal Liverpool Hospital, with occasional travel to other sites Mount Vernon Street Liverpool L7 8YE Employer's website https://www.liverpoolft.nhs.uk/ (Opens in a new tab)