To provide comprehensive, direct and proactive support to the chief executive, leading on developing briefing packs and presentations as well as managing and prioritising diaries and external visits. To ensure the chief executive is briefed for meetings, proactively following up actions and helping them to be effective in the full range of their roles and duties.

The post holder will manage a team of executive and administrative assistants who work as a team providing support to the board and executive team. This will include the management effective cover in the absence of colleagues.

Managing the chief executive office efficiently and effectively. Providing comprehensive executive support including administrative, secretarial and briefing support. There will be the opportunity to lead projects.

Using initiative, diplomacy and tact and taking a proactive approach to solving problems, commissioning and producing and quality assuring briefing material, ensuring that matters they are responsible for are recorded and that actions are commissioned, followed up and delivered.

Providing an environment which promotes effective working relationships with partner organisations and other external parties and representing the chief executive professionally.

Main duties of the job

The executive team includes the chief executive and six executive directors. This post will provide executive support to the chief executive, and support the rest of the team to effectively support the six executive directors and deputy directors.

About us

The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest.

The hospital has been on its present site for over 100 years and was established as an NHS trust by statute in December 1990. The Trust's services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield, including at partner hospitals. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London.

In the year ending 31 March 2022, the Trust reported a turnover of �419.7m and employed almost 4,000 staff. Following the transfer of Enfield Community Services on 1st April 2023, this has increased as we have welcomed over 600 new staff including District Nurses, Community Matrons, Community Physiotherapists, Psychologists and many more across a wide range of adult and children's community services in Enfield. It is an exciting time to join North Mid as we continue our journey to become an integrated care organisation to deliver high quality, seamless care in our local communities, with a focus on tackling health inequalities.

Job description

Job responsibilities

Provide high quality, comprehensive and responsive executive assistant (including secretarial service and administrative) support to the chief executive

Proactively manage the chief executives diary and bring forward system in an effective and efficient manner, anticipating requirements, responding to changing circumstances and demands on their time

Provide leadership to the executive assistant team, including supporting training, development, standard work processes, team resilience and effective cross cover arrangements

Receive and prioritise incoming telephone calls and correspondence (including emails), ensuring that they are dealt with efficiently and effectively. Filter enquiries in an effective manner, taking responsibility for necessary follow up action

Respond to correspondence, including emails, on behalf of the chief executive promptly and to a very high standard. Deal with high level queries or complaints, including from ministerial and MPs offices, senior officials and VIPs

Manage the weekly executive team meeting and other ad-hoc meetings, recording and chasing actions on behalf of the executive team. Track issues for follow up and progress and chasing where required

Use initiative, diplomacy and tact and take a proactive approach to solving problems and delegating issues as appropriate. Provide rapid response to conflicting demands and priorities

Ensure that relevant issues of concern with the organisation are brought to the attention of the chief executive or appropriate member of the executive team

Use judgement to prepare or commission briefings for the chief executive on specific topics, including research and analysis of information as required

Operate a system of stakeholder management to ensure effective working relationships with partner organisations and other external parties

Use delegated authority from chief executive to plan, monitor and manage initiative and projects as requested by them, including preparing regular reports. Produce Powerpoint presentations and other documents to a high standard using the full suite of Microsoft Office applications

Collate directors annual leave ensuring adherence to trust requirements

Use initiative to liaise and communicate effectively with external agencies, partner organisations and visitors, and across the trust with executive and non-executive directors, senior managers and other staff in response to queries and requests for advice.

At all times act as an ambassador for the executive and trust, being professional, confident, courteous and helpful. Work sensitively and professionally with the highly sensitive and confidential information to which they will be privy

Take responsibility for ensuring the office comply with agreed appropriate Trust policies, procedures and guidelines. Implement policy for own area and propose changes impacting beyond own area

Training
Provide training to new members of the executive support team in office administration and support systems and processes.
Financial responsibilities
Raise purchase orders, process invoices and expense claims and monitor expenditure.

Person Specification

Education and Qualifications

Essential

• Educated to Masters level or equivalent experience.
• Management qualification

Skills and Abilities

Essential

• Taking the initiative and being proactive to find solutions to problems and to improve office efficiency
• A strong and enthusiastic work ethic
• Strong customer care skills
• Exceptional organisational and time management skills
• Excellent IT skills including proficiency with Microsoft Office packages
• Good numerical skills
• Maintaining confidentiality and a high level of discretion and sensitivity
• Attention to detail
• Ability to work to tight deadlines and prioritise under pressure
• Ability to work with limited supervision
• Excellent verbal and written communication skills, including a good telephone manner
• Able to work and communicate effectively with executive and non-executive directors and other senior staff
• Ability to rapidly develop strong working relationships and gain the confidence of others

Experience and knowledge

Essential

• Extensive experience of working in a senior PA/Executive Assistant role, including complex diary management and arranging meetings
• Experience of working in a complex NHS organisation or system with competing pressures and policy agendas
• Attending board or management meetings to record and chase actions, including preparation of agendas
• Using a wide range of IT office systems including excellent PowerPoint skills
• Working effectively as part of a team including leading a team

Trust Values

Essential

• Demonstrable commitment to the Trust Values

Other requirements

Essential

• Able to identify and address personal development needs
• Willingness to work occasionally outside normal hours (but within conditioned hours) to meet deadlines and attend meetings

Employer details

Employer name

North Middlesex University Hospital NHS Trust

Address

North Middlesex Hospital

Sterling Way

Enfield

N18 1QX

Any attachments will be accessible after you click to apply.

393-NMUH-635