Executive Assistant & Project Manager

Cardiff and Vale University Health Board; Truro; On-site; GBP 28,000 - 45,000; Full time

Job summary

Royal Cornwall Hospitals NHS Trust is seeking an Executive Assistant & Project Manager to support the Director of Research, Head of Research & Development and Lead Research Nurse across site initiatives.

The role demands high-level administrative skills, minute-taking, meeting coordination, and proactive project management in a public sector setting, with an emphasis on accuracy and timely delivery.

Qualifications

• Diploma level/HNC or equivalent knowledge of administrative procedures.
• RSA 3 word & text processing or equivalent experience.
• NVQ 3 in IT or similar IO qualification/experience.
• Shorthand or speed writing qualification; management knowledge or degree-level experience.
• Extensively experienced in a Personal Assistant role; knowledge of office systems and practices.
• Experience in a complex, public sector environment and in producing high-quality written materials.

Responsibilities

• Organise and prioritise emails and correspondence; manage urgent requests.
• Coordinate meetings, prepare agendas and minutes for SMT and sub-committees.
• Produce minutes to a high standard; track actions with timescales.
• Lead designated projects; collate information, validate data and meet deadlines.
• Manage workload to meet stringent deadlines and support senior leads.

Skills

Diploma level/HNC or equivalent

RSA 3 word & text processing

NVQ 3 in IT

Shorthand or speed writing

Extensive PA experience

Diary management/time management

Microsoft Office skills

Project management basics

Excellent communication skills

Ability to work under pressure

Education

Diploma level/HNC or equivalent

NVQ/IO qualification or equivalent

Job description

This role is open to all applicants. However, in line with Cornwall First recruitment principles, initial shortlisting will prioritise applicants from Royal Cornwall Hospitals NHS Trust, Cornwall Partnership NHS Foundation Trust, and the Integrated Care Board for Cornwall and the Isles of Scilly An exciting opportunity has arisen to join the Research & Development Team as the Executive Assistant & Project Manager. This role is integral to the smooth running of the department by working closely with the Service Leads to deliver on key projects and initiatives across the site. The role will provide high level, efficient and quality administrative support to the Director of Research, Head of Research & Development and Lead Research Nurse (Service Leads). To work in partnership with the leads of service to achieve organisational aims and objectives and service delivery as well as ensuring the highest standards of professionalism, quality, and integrity., To organise and prioritise emails/correspondence, action/respond to or redirect as appropriate. Be alert to any urgent correspondence/emails and requests for information. Be responsible for managing the arrangements for meetings initiated by the Service Leads. Proactively manage the whole process, including timely preparation and dissemination of agendas and supporting documentation to all members of such groups in an efficient, effective, and appropriate way Demonstrate a high level of skill and competency when arranging, attending and taking minutes of meetings at all levels. This includes minutes of involving SMT meetings and sub committees of these, Performance Management Groups, as well as confidential HR and ad hoc meetings. Be responsible for producing minutes to the highest standard and work proactively to ensure that actions arising from the meeting (which are the responsibility of the Service Leads) are undertaken with agreed timescales The management of designated individual projects, Trust wide and local, as directed by the Service Leads. The post holder will be responsible for collating information, validating data, completing the necessary spreadsheet/database, and meeting all project deadlines. The post holder must be able to plan their workload to meet stringent deadlines on these projects as well as manage and meet daily workload requirements,

To be an employee of the NHS you need to successfully complete the following: Identity Checks Professional registration and qualification checks Employment history and reference checks Occupational Health clearance Satisfactory Disclosure and Barring Service check

• Diploma level/HNC or equivalent knowledge of administrative procedures
• RSA 3 word & text processing or equivalent experience
• NVQ 3 in IT or similar IO qualification/experience
• Shorthand or speed writing qualification, Management knowledge or experience to a degree level or equivalent, Extensive experience in a Personal Assistant role
• Knowledge of office systems, procedures, and practices
• Extensive experience in a complex, political or public sector/Government environment
• Experience of producing written materials of a high standard such as reports and training materials
• Experience of managing a broad range of complex activities and projects simultaneously which may require adjustment, amendment, or re-planning, Project Management Experience
• Excellent presentation skills
• Report writing skills, Excellent oral and written communication skills
• Excellent interpersonal skills
• Able to type accurately at speed
• Accurate diary management/time management
• Project management skills
• Able to arrange, attend and taking minutes of meetings. Management of complete process ensuring actions are recorded and completed timely
• Ability to provide and receive complex information and use persuasive, motivational, negotiating and training skills as required
• Able to work flexibly and in innovative ways
• Ability to problem solve, Ability to manage conflict and sensitive situations
• Able to work in a busy environment and remain patient and calm where frequent concentration is required
• Enthusiastic and committed
• Energetic and enthusiastic with a positive attitude to work, change & innovation
• Able to deal with a high workload
• Work unsupervised and be able to prioritise workload to meet deadlines

Royal Cornwall Hospitals NHS Trust (RCHT) is at the heart of acute and specialist care for Cornwall and the Isles of Scilly. We care for a population of around 470,000 people, a number that increases during visitor seasons. We employ around 6,700 staff, united by a shared commitment to deliver safe, high-quality care. We provide services across three main hospital sites, with around 780 inpatient beds: Royal Cornwall Hospital in Truro St Michael's Hospital in Hayle West Cornwall Hospital in Penzance

As a teaching hospital, we're proud to work in partnership with the University of Exeter Medical School, the University of Plymouth School of Nursing and Midwifery, and Peninsula Dental School, supporting the next generation of health professionals. We're committed to staying at the forefront of medical advance; investing in our people, developing our facilities, and expanding the specialist care we can offer locally so more patients can receive the care they need closer to home. We have a growing reputation for research and innovation that helps shape better care for the future. The Knowledge Spa, located on our Truro site, is a vibrant hub for medical, nursing and professional education across clinical and non-clinical roles. It plays a vital role in attracting, developing and retaining highly skilled teams. We are driven by one clear ambition, Outstanding Care for One and All, care that's safe, kind and high-quality. We are RCHT.