Job summary
Employer heading
Group Executive Assistant
Band 5
Job overview
This post is for internal candidates to South Tees Hospitals NHS Foundation Trust or the North Tees and Hartlepool NHS Foundation Trust.
If you are not currently employed by these trusts your application will not be reviewed and automatically rejected at shortlisting stage. Please be aware of this when submitting your application.
An opportunity has arisen to join a team of Executive Assistants (EAs) and Personal Assistants (PA)s who support the Group Executive Directors and Site Leadership Teams across the Group.
The post will be required to work flexibly across the two Trusts (North Tees & South Tees).
This opportunity comes at an exciting time as we form our new Executive Support Team.
The role offers a fast-paced environment and a unique perspective into the workings of the Group. We are therefore keen to recruit dynamic, proactive and engaging members to this team - who together form the expert administrative resource that ensures our Group Executive Director and Site Leadership teams have the requisite support to facilitate the smooth-running of their diaries, meetings and wider commitments/engagements.
The role will report to the Team Leader on a day-to-day basis.
Interviews will take place on 26 July 2024.
Please note that this vacancy will close when we receive sufficient completed applications.
Main duties of the job
The following outlines the post holder's key responsibilities (this list is not exhaustive and to the post holder will be expected to undertake other tasks):
- Complex diary management, working with internal and external colleagues to arrange meetings and appointments.
- Inbox management for the relevant Director recognising and flagging urgent correspondence and, where appropriate, responding to incoming emails.
- Developing and implementing effective systems and strategies to manage the activities and workload .
- Executive level meetings management. This will include the scheduling of meetings, preparation of agenda, call for papers, taking and writing up minutes of the meeting and following up on actions.
Working closely with the Executive Assistant Team to ensure a seamless and effective service to the wider Executive Director and Site Leadership Teams.
Working for our organisation
Leadership and Improvement Training
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff to the Trust; this training programme has been designed to support our leaders in developing their understanding of leadership and management skills. You will be expected to attend the New and Aspiring leaders programme, and the Foundation Quality Improvement Programme that the Trust delivers. After you complete this one and a half day of training you will be able to explore further leadership and improvement training opportunities, we offer further in-house courses and bitesize programmes and leadership apprenticeships at level 3,5 and 7.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) for main responsibilities of the role.
Person specification
Qualifications & Training
Essential criteria
- Educated to Degree level or equivalent level of experience
- English/Maths GCSE grade C or equivalent qualification
Desirable criteria
- Audio-typing qualification
Knowledge & Skills
Essential criteria
- Ability to use their knowledge to make independent decisions working autonomously and using their initiative and judgement on a wide range of conflicting and complex/ challenging issues
- Excellent interpersonal skills and communication skills to liaise with stakeholders internal and external to the organisation
- Excellent planning, prioritisation, and organisational skills
- Ability to use knowledge of the Executive Director(s) business activities to analyse/ assess events as they occur and ensure appropriate and considered action is taken.
Experience
Essential criteria
- Ability to use Microsoft Outlook and Office packages – for Word, Excel, PowerPoint presentations, to develop and manipulate spreadsheets and databases
- Complex data analysis and manipulation from a wide range of sources and present in succinct format.
Personal Attributes
Essential criteria
- Ability to use initiative to formulate plans and strategies to deadlines, working with main stakeholders internal/ external to the Trust.
- Ability to travel between locations as required for the role.
Documents to download
Further details / informal visits contact
- Name
- Jackie White
- Job title
- Head of Governance & Company Secretary
- Email address
- [email protected]
- Telephone number
- 01642 835583
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