Executive Assistant

North Tees and Hartlepool NHS Foundation Trust; Tees Valley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Tees Valley is seeking a highly motivated Executive Assistant to provide support to the Executive Directors. The role involves managing diaries, preparing documents for meetings, and ensuring effective workflow. Ideal candidates will have proven organizational skills, diary management experience, and proficiency in Microsoft Office. The position offers opportunities to develop professionally in a supportive work environment.

Benefits

Health and well-being initiatives

Opportunities for personal and professional development

Supportive workplace culture

Qualifications

• High standard of accuracy in work.
• Proven diary management and minute-taking experience.
• Ability to plan workload supporting Executive Directors.

Responsibilities

• Manage Executive Directors' diaries and workloads effectively.
• Prepare research and documents for meetings.
• Arrange and take minutes at Executive Director meetings.

Skills

Organisational skills

Interpersonal skills

Diary management

Microsoft Office

Discretion

Diplomacy

Job description

Job Summary

We are looking for a highly motivated, efficient and personable Executive Assistant to support our Executive Directors. You will work as part of a team that provides support to the Groups Executive Team, and will be required to work closely with them to ensure a professional, comprehensive support service. Develop a thorough understanding of the Executive Team's priorities, ways of working and how this fits into the overarching Group Strategy, representing these effectively to stakeholders.

Responsibilities

• Maintain oversight of the Executive Directors' workload and diary, ensuring the best use of their time and resolving issues independently.
• Manage the Executive Director's inbox to prioritise work – highlighting issues that need immediate attention, responding to requests, consulting and advising as well as delegating to other staff as appropriate.
• Creating and maintaining project and action trackers, updating Executive Directors on progress against key projects and driving these forward with the relevant teams.
• Work collaboratively to establish and maintain good working relationships across the Trust and with key external stakeholders.
• Prepare background research, briefings, presentations and documents as required for Executive-level meetings.
• Managing the diary of the Executive Director(s) in an efficient and timely manner; providing necessary information for each diary entry; maintaining an 'open door' policy whilst protecting their time and being reactive to diary changes at short‑notice; using personal judgment to plan ahead and manage diary commitments ensuring equal balance and best use of time for meeting commitments.
• Arranging, administering, and taking formal minutes of the Executive Director(s) Office meetings and other meetings chaired by the Executive Director(s).
• Ensuring that appraisals and mandatory training have been undertaken by members of the Directorate and line managers within the Directorate are alerted to gaps in compliance.
• Logging and processing post and emails for the Executive Director(s), responding to items on their behalf, drafting responses for signature and directing mail to appropriate Trust staff and departments.
• Managing the day‑to‑day business of the Executive Director(s), using knowledge of the Executive Director(s)'s business activities to analyse and assess events as they occur and ensure appropriate and considered action is taken.
• Responsibility for implementing policy and procedures to own area, across the Executive Director(s)'s office and wider support team.
• Coordinating the activities of the Executive Director(s) team to ensure that essential tasks are carried out in a timely fashion and that there is minimal duplication of actions.

Employment Details

Once sufficient applications have been received this vacancy may close early.

Disclosure and Barring Checks (DBS): The policy of North Tees and Hartlepool NHS Foundation Trust is that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust. The DBS check will be undertaken during the pre-employment check screening.

Probationary period: For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust, you will be subject to satisfactory completion of a 6 month probationary period. Internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part-way through a probationary period or a bank member of staff).

Employment References: All applicants are required to provide references covering their last three years employment history including any gaps. Applicants should include e-mail addresses for all referees on their application form. Personal references are not acceptable.

Working Hours: If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.

Qualifications and Experience

Required to work to a very high standard of accuracy, you will have excellent organisational skills and be able to demonstrate initiative in planning your own workload in a way that supports the Executive Directors. The ideal candidate will be a highly experienced PA/EA. A team‑player who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. The ability to prioritise workload and work on your own initiative is essential, as is a professional and friendly outlook. Proven diary management skills, minute taking experience and excellent Microsoft Office skills are required. Discretion and diplomacy are essential. Only those with the above qualities and relevant experience will be considered.

We are able to offer sponsorship for a Health and Care Worker or Skilled Worker visa, subject to candidate and position eligibility. Please review the job eligibility guidance for skilled workers: Skilled Worker visa: Your job - GOV.UK (www.gov.uk)

Benefits and Diversity

South Tees Hospitals NHS Foundation Trust and North Tees and Hartlepool NHS Foundation Trust now form University Hospitals Tees and as such you may be required to work at any site across both Trusts.

At North Tees & Hartlepool NHS Foundation Trust, we want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience. We will support staff through providing an inclusive and supportive workplace with health and well‑being initiatives, staff benefits and opportunities for personal and professional development.

Armed Forces Covenant: We are proud to be a signatory of the Armed Forces Covenant, a promise by the nation to ensure that those who serve or have served in the UK Armed Forces (and their families) are treated fairly. We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.