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Executive Assistant

Sheffield Health & Social Care NHS Foundation Trust
£28,407 to £34,581 Per Annum
Closing date
4 May 2024

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Other Health Profession
Band 5
Contract Type
Full Time
We are looking for an enthusiastic and motivated individual to join an established executive PA team, reporting to the Executive Medical Director. You will provide comprehensive , high quality confidential personal assistant support and secretarial service, ensuring efficient andeffective management of systems and processes.

To be successful, you must demonstrate excellent interpersonal and communication skills (both verbal and written), be organised and have a flexible approach to your work, along with the ability to work autonomously and under pressure in a changing environment. Experience working at executive/senior level in the NHS or public sector organisation will be advantageous.

You should possess excellent IT skills with a working knowledge of Microsoft Office and more essentially Outlook, MS Word and Excel.

Main duties of the job

To provide a professional, high-level and comprehensive PA/administrative support service to members of the Executive, including dedicated support to specific persons as allocated by the Corporate Assurance Manager, and wider support to all Executives as required to cover the service.

About us

We are passionate about providing the very best care to the people we support and we're looking for amazing people who share this passion to join us.

What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.

It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of.

If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.

We are all very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.

Job description

Job responsibilities

To act as Personal Assistant to members of the Executive as required,providing the full range of secretarial and administrative support services.This will range from routine correspondence to matters of a confidential or sensitive nature.Be responsible for the day to day functioning of the office of allocatedmembers of the Executive, dealing with incoming mail, sorting,distributing/circulating as appropriate and acting on urgent matters without further advice.To provide advice and reasonable support to staff within the directorate(s) of those Executive members, enabling an efficient administrative function to best support the activity of the Executives.Draft and prepare reports on behalf of members of the Executive as required for Council of Governors, Board, Committees or other meetings.Liaise with Corporate Assurance Officers to ensure the prompt submission of reports on behalf of the allocated member(s) of the Executive.Develop and maintain systems in relation to the Executive membersbudgetary responsibility, including day-to-day activities such as preparingpaperwork and online documents requiring sign-off, to ad hoc work supporting the Executive members monitoring and review of budgetary matters.Maintain appropriate systems to ensure that annual leave, study leave,maternity leave and sick leave monitoring under the responsibility of theExecutive member(s) are correctly recorded and that Payroll are notifiedaccordingly.Prepare monthly absence monitoring reports for Human Resources as appropriate.Develop, monitor and maintain systems to ensure appropriate supervision and appraisal arrangements are in place for the direct reports of the allocated Executive member(s), including diarising meetings with appropriate frequency and registering supervision meetings on the necessary systems.As required and subject to the involvement of the allocated Executivemember(s), liaise on behalf of the Executive Director as appropriate withCorporate Affairs in relation to any relevant Freedom of Information orComplaints matters that may arise.Attend Executive-led leadership/team meetings, and other internal meetings involving the allocated Executive member(s) that do not form part of the formal SHSC governance structure, taking notes and actions and providing general support as reasonably required.Ensure that adequate stationery stocks are maintained including takingresponsibility for ordering where necessary.Manage any IT issues on behalf of allocated Executive member(s), including the ordering of repairs and new kit and the management of any updates.Use IT systems as required to fulfil the duties of the role, including Microsoft programmes, finance administration software, Board/committee software and any other systems as required.

Person Specification

Training & Qualifications


  • Business/professional qualification to degree level or demonstrable equivalent experience within a professional setting in relation to administration
  • GCSE English or equivalent
  • Evidence of continuing professional and personal development


  • RSA 3 Word Processing or equivalent level of experience in practice.
  • ECDL (European Computer Driving Licence)

Knowledge & Skills


  • Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
  • Ability to manage diverse workload while dealing with frequent interruptions
  • Ability to meet deadlines and to work under pressure



  • Experience of dealing with confidential and complex information in a sensitive and appropriate manner
  • Experience of managing own workload
  • Experience of supporting those in positions of high-level responsibilities and evidence of an understanding of the related challenges

Employer details

Employer name

Sheffield Health and Social Care NHS Foundation Trust


Centre Court

Atlas Way


S4 7QQ

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