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Job summary

Main area
Administration
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
166-CS-6945574-B
Employer
Chesterfield Royal Hospital NHS Foundation Trust
Employer type
NHS
Site
Chesterfield Royal Hospital
Town
Chesterfield
Salary
£26,530 - £29,114 per annum pro rata
Salary period
Yearly
Closing
06/04/2025 23:59
Chesterfield Royal Hospital NHS Foundation Trust logo

Executive Personal Assistant

NHS AfC: Band 4

Job overview

We have an exciting opportunity for an Executive Personal Assistant  to join our team who provide high quality administrative support to our Executive Directors.

The Executive Personal Assistant role provides a great opportunity to support the Executive team in delivering our Trust’s ambitions.   This is a busy and varied role  and we are looking for someone who is organised, flexible, proactive and  has experience of working with executive / senior leadership teams.  

This is a full time role and the successful candidate  will support the Chief Nurse and the  Director of Human Resources and OD portfolios.    However,  our EPA’s work flexibly to provide support to the wider Executive teams and cover for colleagues as required during leave and busy periods.

Main duties of the job

You will be the primary point of contact and will manage communications to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times.

You will be responsible for complex diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

You will be required to support high level meetings by producing, collating and distributing agenda’s and you will also attend meetings to ensure high quality minutes and actions are documented. 

 

Working for our organisation

A successful Foundation Trust, Chesterfield Royal has over 4,000 dedicated colleagues serving a community of over 400,000 people in North Derbyshire. In a workplace in which you can proudly be yourself, we won't just focus on your application- who you are, your talent and the potential you'll bring is equally important and we will support you to be the best you can be.

We are a values-led organisation and have embedded our Proud to Care Values: leading with care, openness, integrity and an inclusive culture, at the heart of everything we do, ensuring we provide patients with the best possible care and making our Trust a great place for our people to work. Our ambition is to provide consistently exceptional care for our patients and to achieve an “Outstanding” rating with the CQC and we developed our Royal Academy of Improvement, to ensure everyone can find the help and support they need to drive improvements.

We are firmly rooted in the founding principles of the NHS, and we have built on this through our "Leading the Chesterfield Way" framework. We know people have a life and responsibilities outside of work and offer flexibility and a raft of support to care for your physical and mental well-being

Detailed job description and main responsibilities

Job purpose

·           To provide comprehensive high quality Executive Personal Assistant  (EPA) support to the Executive Directors.

·         The EPA will ensure the efficient and effective use of their time and support their workload accordingly and provide a comprehensive and efficient EPA/secretarial service through a variety of administrative and clerical tasks.

·         The EPA will work flexibly to provide support to the wider Executive team and cover for other EPAs as required during annual and other leave, and during busy periods.

 

Key Result Areas

·         To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.

·         To provide direct support in handling and management of communication to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public. Ensuring a high level of professionalism and confidentiality at all times.

·         Acts as a focal point for all enquiries.  Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate. 

·         To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

·         High level of flexibility required to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.

·         Excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.

·         Producing documents using a variety of software packages.

·         Collation and preparation of agendas and supporting papers.  Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.

·         Composing, typing and sending out routine letters with and without Executive approval, and preparing more complex correspondence for approval.

·         Combining material, often of a specialised or technical nature, from a number of different sources to produce written reports with discretion on presentation format.  Collating and analysing information as required.

·         To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.

·         Devise and implement systems to ensure adherence to deadlines are met.

·         To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.

·         Work flexibly to provide cover and support the Executive Admin Team.

·         It is expected that the postholder will undertake formal Loggist training and participate on a Loggist rota as required.

·         To recognise the importance, sensitivity and confidentiality of issues at all times, and therefore acting using the upmost discretion


KNOWLEDGE, SKILLS AND EXPERIENCE

  • Ability to independently interpret and analyse information and facts to solve varied problems
  • Ability to communicate complicated or sensitive information with varied audiences in person and/or writing
  • Ability to work under a high degree of pressure including meeting unpredictable deadlines and dealing with conflicting demands.
  • Advanced knowledge of administrative and secretarial procedures
  • Computer skills at either OCR Advanced (RSA III) level or ECDL Extra qualification and use of Microsoft Office applications and e-mail

·         Excellent administrative and organisational skills and a high level of attention to detail.

·         Ability to work effectively in challenging situations, providing flexible support as required.

·         Able to use the Trac system to support recruitment processes and form part of interview panels if required.

 

DECISION MAKING

·         Directs callers, both face to face and over the telephone, to the most appropriate member of the Executive Director’s team depending on the nature of the enquiry.

·         Directs incoming mail to the appropriate member of the Executive Director’s team depending on its contents.

Person specification

Qualitifcation and Training

Essential criteria
  • • Professional secretarial/admin qualifications at NVQ level 3 or equivalent
  • • GCSE or equivalent qualifications in Maths and English
  • • European computer driving licence or equivalent word processing qualification or equivalent experience
  • • Advanced knowledge of IT systems
Desirable criteria
  • Incident loggist training
  • Evidence of ongoing professional development / training

Experience

Essential criteria
  • • Experience of providing PA support to executives /senior leaders
  • • Experience of diary management
  • • Experience of meeting facilitation and minute taking
  • • Experience of planning and organising in a busy and demanding work environment
Desirable criteria
  • • Experience of working in a healthcare environment

Skills and Knowledge

Essential criteria
  • • Able to prioritise and plan the workload flows in a busy environment and to tight deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary
  • • Able to demonstrate good office management skills including reviewing and setting up systems
  • • Excellent verbal and written communication skills
  • • Able to establish and maintain effective working relationships at all levels of the organisation and external contacts

Personal Attributes

Essential criteria
  • • Self-motivated, proactive and innovative
  • • Ability to work on own initiative
  • • Ability to work flexibly
  • • Excellent personal organisation
  • Demontrates Trust Values Compassion, Ambition, Respect, Encouragement
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Documents to download

Apply online now

Further details / informal visits contact

Name
Helen Cooke
Job title
Executive Manager
Email address
[email protected]
Telephone number
01246 513081
Additional information

We encourage contact from candidates who would like to understand more about the team and the role before they decide to apply and to support them in the application and selection process.    We would  also be happy arrange a phone call or an informal visit in to the department.

Krishna Kallianpur, Chief Nurse and Caroline Wade, Director of HR and OD would also be happy to have an informal conversation with anyone who is considering applying.

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