To provide a highly professional, comprehensive and efficient Executive Assistant service to an Executive Director (ED). Attributes of the successful candidate will include high levels of professionalism, discretion and confidentiality, calmness under pressure and a friendly approachable style.

They will be highly literate, with exceptional attention to detail, and will be able to effectively prioritise numerous tasks and work under pressure to achieve tight deadlines.

Main duties of the job

Managing the complex diary of the Executive Director, coordinating and arranging meetings, taking minutes and ensuring the Executive Director is fully prepared for meetings, with sufficient time for completing work, and balancing the Executive Director's time as appropriate.

Monitoring the inbox of the Executive Director, using judgment and authority to prioritise and act on behalf of the Executive Director, draft responses and delegate to other colleagues as appropriate.

Dealing with enquiries face to face, via telephone, and email.

Managing communications on behalf of the Executive Director, with both internal and external stakeholders. This will involve liaising on highly complex, sensitive and confidential issues.

Gathering information and producing reports and presentations as required on behalf of the Executive Director.

Working in conjunction with the Executive Directors areas of responsibility on key issues.

Managing travel arrangements as necessary for the Executive Director.

Working flexibly and providing cover for colleagues within the Executive Management Offices as required.

About us

Our Trust

Cambridge University Hospitals (CUH) NHS Foundation Trust comprises Addenbrooke's Hospital and the Rosie Hospital in Cambridge. With over 13,000 staff and over 1100 beds the priorities of the Trust focus on a quality service which is all about people - patients, staff and partners. Recognised as providing 'outstanding' care to our patients and rated 'Good' overall by the Care Quality Commissioner, is testament to the skill and dedication of the people who work here. CUH's values - Together - Safe, Kind, Excellent - are at the heart of patient care, defining the way all staff work and behave. The Trust provides accessible high-quality healthcare for the local people of Cambridge, together with specialist services, dealing with rare or complex conditions for a regional, national and international population.

CUH is committed to promoting a diverse and inclusive community - a place where we can all be ourselves. We value our differences and fully advocate and support an inclusive working environment where every individual can fulfil their potential. We want to ensure our people are truly representative of all the communities that we serve. We welcome applications for all positions in the organisation irrespective of people's age, disability, ethnicity, race, nationality, gender identity, sex, sexual orientation, religion or belief, marriage and civil partnership status, or pregnancy and maternity status or social economic background.

Job description

Job responsibilities

Please see the attached Applicant Information Pack (combined Job Description and Person Specification) for key duties and responsibilities.

Due to Home Office immigration rules, a full time permanent vacancy cannot be filled by individuals on a Student visa. Therefore, please be advised that if you are a Student visa holder, we will not be able to offer you a full time permanent contract unless you have:- applied for a Graduate visa- or you will have successfully completed your course and have applied for a Graduate visa before the anticipated start date of your employment- or the Trust has agreed that they will Sponsor you as a Skilled Worker and you will complete your studies within 3 months of the anticipated start date of employment

This vacancy will close at midnight on the 24th September 2024.

Interviews are due to be held on the 4th October 2024.

Benefits to you

At Cambridge University Hospitals, we want to do all we can to support good working days. We offer development opportunities and a wide range of benefits, including on-site leisure facilities, shopping concourse and day nurseries. Our good work programme currently includes providing reduced cost Stagecoach bus travel to and from Cambridge University Hospital site. Park and Ride bus journeys between Babraham Road and Trumpington sites are free, as is the route to and from Cambridge train station and our hospitals. We also subsidise the cost of parking on site for eligible staff.

On CUH campus, hot food is available 24/7 and at a reduced cost for colleagues. Recently we launched the first of our staff pod break spaces. Located in the Deakin Centre, we have a purpose-created colleague-only caf, with free tea and coffee, a break space and private outside area for colleagues to rest, refuel and recharge. Just one of the ways we are working hard to support good working days at CUH.

CUH is committed to assisting employees in achieving a good work-life balance irrespective of role or personal circumstances. Flexible arrangements may include, but are not limited to, part-time working, job-share, term-time working and flexible start and finish times.

Please note if you would like to discuss the required hours of this role further, you should approach the contact given. In some cases, alternative working hours will be considered.

We welcome applications from the Armed Forces.

Person Specification

Qualifications

Essential

• Educated to degree level or NVQ lev el 4 or equivalent.
• Customer Service/Business Admin /ITQ or equivalent professional experience.

Desirable

• Secretary qualification or equivalent Team leader/management qualification.

Experience

Essential

• Experience of a busy clerical/office environment.
• Secretarial and /or complex administrative experience.
• Prioritising, planning and organising own and others tasks.
• Experience of dealing with difficult situations and confrontations.
• Data entry experience and documentation.

Desirable

• Previous experience of working in NHS.

Knowledge

Essential

• Confidentiality and data protection processes and procedures.
• Customer service.
• Good working knowledge of office procedures and all Microsoft office packages.
• Awareness of NHS targets and Trust priorities.
• Awareness of anti-discriminatory issues.

Desirable

• Knowledge of the Trust including awareness of priorities.
• Knowledge of Trust information systems.

Skills

Essential

• Ability to manage/work as part of a team.
• Excellent communication skills including telephone, email, face to face.
• Ability to organise and manage own time and others to keep to schedule and deadlines.
• Ability to analyse and present complex data.
• Ability to manage projects.
• Ability to use own initiative and work autonomously.
• Leadership skills.
• Excellent IT skills - ability to use Microsoft office applications including spread sheets and email.
• Knowledge and understanding of virtual meeting tools such as Zoom and TEAMS.
• Developed accurate and speedy typing and key board skills.
• Willing to take on/learn new skills.
• Ability to show attention to detail and accuracy.
• Ability to adapt to change.
• Ability to work under pressure.
• Ability to store and safeguard confidential documents.
• Ability to take minutes to a high standard.

Desirable

• Ability to touch type.
• Ability to work with budgets.
• Ability to requisition general stock.

Additional Requirements

Essential

• The ability to understand and behave at all times, towards patients, visitors and colleagues according to the Trust values of safe, kind, excellent.

Employer details

Employer name

Cambridge University Hospital NHS Foundation Trust

Address

Addenbrookes Hospital-Division Corporate

Hills Road

Cambridge

CB2 0QQ

Any attachments will be accessible after you click to apply.

180-F-245413