Job summary

We are looking for a highly motivated, hardworking and forward-thinking Executive Assistant to join our Corporate Secretariat team.

You will provide a comprehensive Executive Assistant service covering all aspects of secretarial, administrative and organisational support.

Reporting directly to the Corporate Secretariat Office Manager, you will have a high degree of autonomy and must work on your own initiative, planning and prioritising your own work effectively, and have excellent time management skills.

• 37.5 hours

Main duties of the job

You must have outstanding communication and interpersonal skills and be able to demonstrate the ability to remain calm under pressure. You will be friendly and approachable, be able to engage with colleagues at all levels and have a positive attitude to work.

A flexible approach and an understanding of working in a busy environment with competing priorities and changing demands is a must as is the understanding of the need for confidentiality.

About us

Shropshire Community Health NHS Trust provides community-based health services for adults and children in Shropshire, Telford and Wrekin, and some services in surrounding areas too. These range from district nursing, health visiting and running four community hospitals through to providing very specialist community care through talented and dedicated staff.

Patients, carers and the public play a vital role in helping us to develop and improve our services and we are constantly looking for ways to work with local communities, patients and the public to innovate and improve. Have a look at the Have Your Say section of our website to find out how you can feed back your experiences and help us to continually improve.

Shropshire Community Health NHS Trust is an exciting place to work. It offers a wide range of employment opportunities for many people.

Shropshire Community Health NHS Trust positively encourages applications from all areas of the community, regardless of age, gender, ethnicity, disability, sexual orientation or religious beliefs. We are committed to ensuring people who work for the community trust have a good working life - and a good work life/home life balance.

Job description

Job responsibilities

To provide a full and comprehensive EA service to the Executive Team, covering all aspects of secretarial, administrative and organisational support. To assist in the overall development of the service to ensure it operates efficiently and effectively.

Work with other members of the team to track progress on given tasks and projects to ensure deadlines are met.

To organise and plan the workload, diary and commitments (including all travel and accommodation requirements as necessary), including the scheduling of formal and complex meetings, ensuring deadlines are achieved and flow of workload.

To source and gather all relevant information in order to prioritise workload and manage demands on the Executive diaries, based on a sound knowledge of the priorities and deadlines involved.

To facilitate effective liaison with people at all levels, both internally and externally.

To co-ordinate and facilitate meetings, including producing agendas and papers as required. Minute taking will occasionally be required. Distribution of papers as appropriate, ensuring any actions are undertaken and follow-up as required. Ensure relevant equipment is available and set up for meetings, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.

To demonstrate sensitivity in dealing with patients and members of the public.

To provide a comprehensive EA/secretarial/administrative service, including accurate note-taking, audio and copy typing, and professional presentation of a range of correspondence, reports, etc, for internal and external use, often to tight deadlines. This will include the formatting of reports and presentations using various office software programmes (e.g. Excel, Powerpoint, etc) as required.

Person Specification

Knowledge and skills

Essential

• Experience of providing administrative support to senior level meetings (formal and informal) including Minutes/Note taking, preparing/formatting reports, setting agendas, distribution of papers, initiating follow-up actions from Minutes.
• Extensive knowledge of the full range of administrative and organisational policies and procedures acquired through training and relevant PA/EA/secretarial experience at senior level.
• Ability to use a range of media including phone and e-mail to carry out work activities.
• Well refined communication (verbal and written) and interpersonal skills ability to gain rapport and communicate confidently and appropriately with people at all levels.
• An understanding of the NHS and how it works.
• Ability to prioritise.
• Comprehensive knowledge of Microsoft Office software applications (Word, Excel, Powerpoint, Outlook) and good keyboard skills.
• Ability to assess, plan, prioritise and organise at a high level.
• Ability to analyse and judge situations and highlight potential problems.
• Ability to concentrate/work in a busy and sometimes noisy environment.
• Negotiating and persuasive skills.

Qualifications

Essential

• RSA Stage 3 or equivalent qualification in word-processing.
• RSA/Pitman shorthand or extensive experience in note-taking.
• Good general education to degree level or equivalent qualification(s)/training or equivalent relevant experience.

Experience

Essential

• Experience of diary management, arranging complex meetings and conferences, organising travel/accommodation.
• Substantial office experience in a senior PA/EA administrative role.
• Experience of composing and drafting correspondence for approval.
• Ability to work on own initiative with minimum supervision.
• Experience of using database systems.
• Dealing with a wide range of people including patients, staff and public.
• Dealing with very senior individuals/politicians/public figures.
• Working in a fast-paced environment.

Employer details

Employer name

Shropshire Community Health NHS Trust

Address

Ptarmigan House

Shrewsbury Business Park

Shrewsbury

SY2 6LG

Employer's website

https://www.shropscommunityhealth.nhs.uk/ (Opens in a new tab)

Any attachments will be accessible after you click to apply.

C9825-23-0073