Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 5
- Contract
- 12 months (Fixed Term)
- Hours
- Full time - 37.5 hours per week
- Job ref
- 363-CP6441881
- Employer
- East London NHS Foundation Trust
- Employer type
- NHS
- Site
- East London NHS Foundation Trust
- Town
- London
- Salary
- £34,089 - £41,498 Per annum inc HCA
- Salary period
- Yearly
- Closing
- 21/07/2024 23:59
- Interview date
- 31/07/2024
Employer heading
Executive Assistant
NHS AfC: Band 5
ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job overview
Are you an experienced Executive Assistant with strong administration and organisational skills looking to support our Executive Leadership Team?
Do you have excellent attention to detail and the ability to prioritise conflicting demands?
Do you have a track record of dealing with highly confidential information and the ability to be discreet?
Do you have a positive attitude, the ability to work under pressure, manage conflicting deadlines and work as part of a close team?
If you have answered 'yes' we want to hear from you. An exciting opportunity has arisen for a highly motivated and enthusiastic Executive Assistant to join ELFT to provide essential support and coordination to a busy and friendly Corporate Governance Team.
The role requires someone with a flexible, focused and positive approach to managing a varied and demanding workload and to recognise the changing needs of the Executive Directors, Directors and the Corporate Secretariat Team.
Main duties of the job
The successful candidate will:
- Have a proven track record as an Executive/Personal Assistant at Board level.
- Be assertive and confident but also able to display empathy and tact in sensitive situations.
- Be experienced in the preparation of reports and taking of minutes, together with setting agendas.
- Be someone who enjoys working in a fast paced, challenging and changing environment.
- Stay calm when working under pressure.
- Have extensive experience in co-ordinating complex diaries and diverse work areas.
- Be a forward thinker, who actively seeks opportunities and proposes solutions.
- Have extensive written and verbal communication skills.
- Have strong organisational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
- Be a highly resourceful team-player, with the ability to work effectively and independently.
- Have proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Working for our organisation
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations
Detailed job description and main responsibilities
If you share our Trust’s values have a passion for high performance, continuous improvement and exceptional standards of customer service, are self-motivated, can work with all types of people and have a professional outlook to work, then we would love to hear from you.
Closing date 21 July 2024. Interviews will be in person and will take place on Wednesday 31 July 2024.
If you would like to have informal conversation please contact Nicola McCoy, Corporate Secretariat Manager on 0207 655 4058.
Person specification
Education/ Qualification/ Training
Essential criteria
- In depth experience or theoretical study of techniques/processes e.g. BTEC, relevant degree
- RSA III or equivalent experience
- European Computer Driving Licence or equivalent experience
Experience
Essential criteria
- Significant previous in-depth experience supporting Director/Senior Manager in a Personal Assistant role
- Experience of preparation of reports and taking of minutes, together with setting agendas and distribution of associated papers
- Experience of arranging complex conferences/seminars and large meetings
- Expert knowledge of IT systems in particular Microsoft Office software packages
- Experience of organising travel and accommodation requirements
- To work autonomously with regard to originating correspondence to aid the smooth flow of the Directorate
Desirable criteria
- Use of shorthand
- Experience of maintaining and updating intranet/web pages and database
Knowledge and Skills
Essential criteria
- Able to prioritise and plan work in a busy environment and to tight deadlines delegating where appropriate and planning other’s workload
- Able to type minutes/notes directly onto a laptop at meetings
- Well developed office management skills including the reviewing and/or setting up of systems.
- Solid ability to produce accurate meeting papers, excel spread sheets, graphs, reports using MS Office Packages.
- Ability to proofread documents checking for accuracy.
- Excellent organisational and time management skills
- Excellent communication skills including the ability to persuade, motivate and influence others into taking a different course of action.
- Ability to adapt to change and develop services and systems to meet changing needs
- Able to work on a variety of tasks with deadlines at any one time without supervision
- Capable of dealing with non-routine activities
- Ability to organise and evaluate data, assessing its importance by creating and maintaining databases and spreadsheets
- Ability to construct clear, grammatically correct letters and reports, presenting work accurately and neatly
- Takes initiative and uses own judgement in anticipating and dealing with queries and problems and prioritise accordingly
Desirable criteria
- Comprehensive knowledge of NHS terminology and structure and the outside influences which may affect its fabric
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Nicola McCoy
- Job title
- Corporate Secretariat Manager
- Email address
- [email protected]
- Telephone number
- 02076554058
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