Job summary
- Main area
- Executive Assistant - Band 5
- Grade
- NHS AfC: Band 5
- Contract
- Permanent
- Hours
- Full time
- Part time
- Job share
- Flexible working
- Job ref
- 395-CC603-24
- Employer
- NELFT NHS Foundation Trust
- Employer type
- NHS
- Site
- NELFT Head Office, CEME Centre
- Town
- Rainham, Essex
- Salary
- £28,407 - £34,581 p.a. (plus 15% HCAS)
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Executive Assistant
NHS AfC: Band 5
Joining #TeamNELFT means you’ll become part of a welcoming and supportive working environment. We’re CQC rated Good, and we want you to join us on the journey towards an Outstanding rating. NELFT has sites across North East London, Essex, Kent and Medway. We provide community and mental healthcare services to adults and children within these areas.
The Trust has award winning equality and diversity initiatives and staff health and wellbeing activities. We invest heavily in your development, because when you are valued and supported, we provide the best care to our patients. We are a Level 3 Disability Confident Leader, have been featured in the Working Families Top 10 Employers benchmark for three consecutive years, and we have achieved a Carers UK Level 1 Accreditation. Along with our staff networks and training opportunities, we work hard to embed a just and compassionate culture here at NELFT.
Find out more about NELFT careers and what makes our Trust a great place to work, in this video
Job overview
The postholder will be required to provide an expert confidential, high quality, efficient and effective secretarial and administrative service to designated members of the Trust’s Executive Team and Directors of the Trust so that they are able to focus on their key responsibilities (these designations may be subject to change from time to time).
The postholder must be able to work autonomously, meet challenging and at times inflexible deadlines, and to prioritise their workload to achieve results. Reliability, commitment, flexibility and strong attention to detail are essential to the role.
Main duties of the job
- Responsible for organising and planning the workload of the Director/Manager by negotiating with internal and external colleagues to fulfil diary commitments; arranging all travel and accommodation arrangements as necessary for the designated members of the Trust’s Executive Team and Directors of the Trust; organising the scheduling of formal and highly complex meetings, ensuring deadlines are achieved and that the flow of work is prioritised in order for the Director/Manager to function effectively
- Responsible for ensuring all secretarial and administrative processes and systems reflect best practice, reviewing these and making improvements where necessary in line with organisational needs, and for ensuring compliance with the Corporate Administration Standards by implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office.
- Responsible for effective meeting management, including the distribution of papers, recording of high-quality minutes and/or action logs including the articulation of decisions and actions relating to highly complex issues; and implementation of follow up actions in accordance with required timeframes; supporting the effective and efficient operation of business meeting.
Working for our organisation
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
High Cost Area Supplement - Outer London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 p.a. pro rata for part time).
Detailed job description and main responsibilities
The postholder will be required to efficiently manage the offices of one or more Executive Directors through the implementation and development of office systems and complex processes as well as proactively managing projects by sourcing and processing information, the majority of which will be of a highly complex and sensitive nature.
In the absence of the Corporate Minute Takers, the postholder will undertake a range of delegated administrative responsibilities to include the organising, and where appropriate attendance and minute taking, at Trust Board, Trust Committee, other corporate meetings, and appeal meetings for the service area, ensuring meetings are managed to a high level and using Trust filing conventions. Helpful to have the ability to type minutes directly onto a laptop ensuring that high quality minutes can be produced and distributed in a timely manner following the meeting or investigation.
Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.
We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role, can be discussed at the interview stage.
Certificates of Sponsorship
Although we are a registered sponsor organisation, we are unable to offer sponsorship for all job roles. Please check your eligibility under the UKVI points based system
Use of AI
Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.
Person specification
Qualifications
Essential criteria
- • In depth experience or theoretical study of techniques/processes e.g. BTEC, relevant degree
- • RSA III, NVQ level 2 or equivalent experience
Experience
Essential criteria
- Significant experience supporting Director/Senior Manager in a Personal Assistant role
- Experience of managing diaries, arranging conferences/seminars, and scheduling large meetings (including organising travel and accommodation requirements)
- Excellent IT systems in particular Microsoft Office software packages (Outlook, Word, Excel and PowerPoint)
- Able to prioritise and plan work in a busy environment and meet tight deadlines delegating where appropriate and planning other’s workload without supervision
- Excellent communication skills including the ability to persuade, motivate and influence others into taking a different course of action.
- 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
- Solid ability to produce high quality meeting papers, excel spread sheets, graphs, reports using MS Office Packages or proofread for accuracy where required.
- Excellent organisational and time management skills
Desirable criteria
- Experience of preparation of reports and taking of minutes, together with setting agendas and distribution of associated papers
- Well-developed office management skills including the reviewing and/or setting up of systems.
- Ability to organise and evaluate data, assessing its importance by creating and maintaining databases and spreadsheets
- Comprehensive knowledge of NHS terminology and structure and the outside influences which may affect its fabric
Knowledge
Essential criteria
- Understanding of the importance of confidentiality/tact and diplomacy
Desirable criteria
- Comprehensive knowledge of NHS terminology and structure and the outside influences which may affect its fabric
- Experience of maintaining and updating databases
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Kemi Oguntoye
- Job title
- Head of Corporate Affairs & Secretariat
- Email address
- [email protected]
- Telephone number
- 0300 555 1200
- Additional information
Stephen Waites; Head of Corporate Governance & Assurance
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