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Executive Assistant

Employer
Royal Surrey NHS Foundation Trust
Location
Guildford
Salary
£29,827 to £36,310 a year Plus HCAS - Up to 5% basic salary
Closing date
28 May 2024

View more

Profession
Other Health Profession
Grade
Band 5
Contract Type
Permanent
Hours
Part Time
The Personal Assistant role is to provide a comprehensive and confidential administrative and executive support to the Managing Director and facilitate communication and coordination within the organisation.

Provide a timely and effective Personal Assistant service to the Managing Director and other Executives.

Keep abreast of all issues being dealt with by the Managing Director and the Executives and their teams, in order to be able to deal effectively with enquiries and progress work on own initiative.

Establish and maintain good working relationships with all the Executive team, Manage the Managing Directors diary, ensuring they are kept up to date and papers are provided for meetings.

Provide a secretarial support service to senior members of the Directorate as required.

Deal with daily correspondence, drafting responses as appropriate. Ensure fast and accurate typing of all correspondence and reports.

Monitor and field telephone calls to the Managing Director ensuring that any enquiries or complaints from members of the hospital staff and outside bodies are dealt with in a professional and confidential manner.

Establish and maintain appropriate filing systems and databases, ensuring timely and accurate filing.

Main duties of the job

Job Duties

Manage the Managing Director and Executive member calendar, schedule appointments, and coordinate meetings, both internal and external.

Prepare agendas, take minutes and maintain accurate records of meetings and appointments. Maintain and update HPL distribution lists and ensuring Terms of Reference for all relevant meetings are reviewed as per company procedure and updated.

Serve as the primary point of contact for the Managing Director and other Execs, filtering and relaying messages and inquiries to appropriate parties. Whilst also building and maintaining strong relationships with internal and external stakeholders, including clients, partners and vendors.

Draft and edit correspondence, reports, presentations, and other documents on behalf of the Managing Director.

Conduct research and gather information as requested by the Managing Director and exec directors to support decision-making and strategic planning. Keeping abreast of industry trends, company developments and relevant news to provide timely updates and insights to the Director.

Assist in the planning, coordination, and execution of special projects and initiatives led by the Managing Director or by another executive director. Track progress, deadlines and deliverable for various projects and initiatives, and provide regular updates, producing information and reports as necessary.

About us

Royal Surrey NHS Foundation Trust is a friendly, supportive, busy but welcoming acute and community Trust that is ambitious about developing our services and your career.

Our compassionate, caring and friendly colleagues make up our Royal Surrey family and are at the heart of what we do. We all have a passion for learning, continuous improvement and excelling together through innovation, research and development. There are over 4,500 members of our Royal Surrey family.

We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in the community and homes across Guildford and Waverley.

We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC. We are investing in our colleagues through our health and wellbeing programme and a commitment to supporting professional development as well as investing more than �45 million in our physical environment and new equipment in the next few years.

There has never been a better time to join us.

Job description

Job responsibilities

JOB SUMMARY

Provide a timely and effective Personal Assistant service to the Managing Director and other Executives.

1. Keep abreast of all issues being dealt with by the Managing Director and the Executives and their teams, in order to be able to deal effectively with enquiries and progress work on own initiative.

2. Establish and maintain good working relationships with all the Executive team, Manage the Managing Directors diary, ensuring they are kept up to date and papers are provided for meetings.

3. Provide a secretarial support service to senior members of the Directorate as required.

4. Deal with daily correspondence, drafting responses as appropriate. Ensure fast and accurate typing of all correspondence and reports.

5. Monitor and field telephone calls to the Managing Director ensuring that any enquiries or complaints from members of the hospital staff and outside bodies are dealt with in a professional and confidential manner.

6. Establish and maintain appropriate filing systems and databases, ensuring timely and accurate filing.

7. Ensure information is circulated appropriately to staff within the Plan and organise meetings, including booking of venues and catering, preparing agendas, taking minutes and ensuring accurate recording and timely distribution of papers.

8. Provide cover for the admin staff in their absence.

Administrative Support:

Manage the Managing Director and an Executive member calendar, schedule appointments, and coordinate meetings, both internal and external.

Screen and prioritise incoming communications, including emails, phone calls, and visitors, and respond or redirect as appropriate.

Prepare agendas, take minutes, and maintain accurate records of meetings and appointments.

Maintain records of Healthcare Partners Ltd and ensure full and accurate knowledge of company protocols and structure in order to deal with enquiries from customers/hospital staff. Propose changes to administrative protocols as necessary to enable Directorate staff to meet their targets. Implement new and existing administrative protocols and procedures.

Assist in the recruitment of secretarial/administrative staff.

Provide PA support to the Healthcare Partners Board and Exec Committee meetings.

Provide support to Non-Exec member of HPL as required.

Communication and Liaison:

Serve as the primary point of contact for the Managing Director and other Execs, filtering and relaying messages and inquiries to appropriate parties.

Draft and edit correspondence, reports, presentations, and other documents on behalf of the Managing Director.

Build and maintain strong relationships with internal and external stakeholders, including clients, partners, and vendors.

Able to exchange confidential sensitive or contentious information Demonstrate ability to provide, receive and record both routine and complex communications electronically, orally and written.

Information Management:

Organise and maintain electronic and physical files, documents, and records, ensuring confidentiality and accessibility as needed.

Conduct research and gather information as requested by the Managing Director and exec directors to support decision-making and strategic planning.

Keep abreast of industry trends, company developments, and relevant news to provide timely updates and insights to the Director.

Project Coordination:

Assist in the planning, coordination, and execution of special projects and initiatives led by the Managing Director or by another executive director.

Track progress, deadlines, and deliverables for various projects and initiatives, and provide regular updates, producing information and reports as necessary as per the request of the lead Director.

Planning & Organisational Skills

Manage an intensive programme of committee meetings. Arrange meetings/venues as requested forwarding invitations and coordinating associated documentation as appropriate

Responsibility for Information Resources

Maintain and update HPL distribution lists (ie staff email address) Minutes from meetings create and maintain action logs, risk registers

Responsible for ensuing Terms of Reference (TORs) for all relevant meetings are reviewed as per company procedure and updated

General

Undertake other reasonable duties as the Directors request.

Person Specification

Qualifications

Essential

  • Good standard of English


Desirable

  • Bachelor's degree preferred, but not required, in business administration, communications, or a related field.


Experience

Essential

  • - Previous PA/executive assistant supporting senior Execs


Desirable

  • - Previous PA/Secretarial experience in NHS
  • - Previous supervisory experience


Employer details

Employer name

Royal Surrey NHS Foundation Trust

Address

Healthcare Partners Ltd

Surrey Research Park

Guildford

Surrey

GU2 7AU

Any attachments will be accessible after you click to apply.

C9384-24-0512

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