Executive Assistant to Divisional Leadership

Princess Alexandra Hospital; Harlow; On-site; GBP 23,000 - 28,000; Full time

Job summary

Princess Alexandra Hospital NHS Trust is seeking a capable Division Secretary to provide comprehensive administrative support to the divisional leadership team. You will manage diaries, coordinating meetings, prep papers and minutes, while maintaining secure filing and confidentiality.

You will liaise with senior staff, organise events, and prepare presentations as required, ensuring timely completion of actions and adherence to NHS policies.

Qualifications

• High level of organisation and forward planning.
• Excellent diary, time-management and forward-planning skills.
• Excellent minute-taking skills and accurate record-keeping.

Responsibilities

• Coordinate the leadership teams’ diary in an efficient and effective way.
• Being first contact for the leadership team and taking autonomous action as appropriate.
• Manage all incoming and outgoing mail, ensuring that urgent correspondence and messages are given priority.
• Produce power point slides for presentations as directed by the leadership team.
• Update and maintain mailing for distributing information, and contact details.
• Maintain an effective and secure filing system.
• Set up and maintain an effective bring forward system.
• Maintain knowledge of NHS developments/initiatives both locally and nationally and Trust policies and procedures.
• Organise and prepare meetings and agendas.
• Take notes/minutes of meetings as required, liaising with the leadership team to ensure deadlines for producing and circulating papers and minutes are agreed and met.
• Arrange specific events and hospitality as required, e.g. conferences, seminars and workshops.
• Manage the submission of leadership team papers to the Executive Management Board, relevant Trust Boards, the ICs and other agencies as required.
• Deal with matters arising from the clinical areas of work sensitively, and maintain confidentiality at all times.
• Ensure the leadership team are briefed on circumstances/developments that have occurred during their absence so they are in possession of all up to date facts.
• Maintain personal files, annual leave and sickness records for all staff that report to the leadership team and highlight availability of key staff for key meetings and or projects.

Skills

Diary management

Organisational skills

Minute-taking

Confidentiality

Communication skills

Job description

Princess Alexandra Hospital NHS Trust is seeking a capable Division Secretary to provide comprehensive administrative support to the divisional leadership team. You will manage diaries, coordinating meetings, prep papers and minutes, while maintaining secure filing and confidentiality.

You will liaise with senior staff, organise events, and prepare presentations as required, ensuring timely completion of actions and adherence to NHS policies.