Executive Assistant to Interim COO & admin support to Associate MD

NHS; Sheffield; On-site; GBP 25,000 - 35,000; Full time

Job summary

A public health organization in Sheffield seeks an enthusiastic Executive Assistant to support its Interim COO and Associate Medical Director. The successful candidate will provide comprehensive executive assistance, manage complex diary schedules, handle confidential information, and coordinate support for the executive team. Essential qualifications include a degree-level business qualification and strong IT skills in Microsoft Office.

Benefits

Training and education support

Commitment to health and well-being

Qualifications

• Advanced knowledge of administrative procedures and complex diary management.
• Ability to manage diverse workload and frequent interruptions.
• Experience handling confidential and complex information sensitively.

Responsibilities

• Provide high-level executive assistant support to the Interim COO.
• Manage complex diary management and day-to-day office functioning.
• Liaise with Corporate Assurance Officers for prompt report submissions.

Skills

Interpersonal skills

Communication skills

Organisational skills

Flexible working

Autonomous under pressure

IT skills

Education

Business/professional qualification to degree level

GCSE English or equivalent

Speed typing

RSA 3 Word Processing or equivalent

Tools

Microsoft Office (Outlook, Word, Excel)

Finance/purchasing software

Job description

Executive Assistant to Interim COO & Admin Support to Associate MD

The closing date is 23 November 2025

We are looking for an enthusiastic and motivated individual to join an established executive EA team, supporting the Interim Chief Operating Officer and the Associate Medical Director/Director of Innovation, Research and Development. You will provide comprehensive, high‑quality confidential executive assistant support and secretarial service, ensuring efficient and effective management of systems and processes.

To be successful, you must demonstrate excellent interpersonal and communication skills, be organised, flexible and able to work autonomously under pressure in a changing environment. Experience at executive/senior level in the NHS or public sector is advantageous.

You should possess excellent IT skills, with a working knowledge of Microsoft Office, especially Outlook, Word and Excel.

Main duties of the job

Provide professional, high‑level and comprehensive executive‑assistant support to the Interim COO and associate director, and support to other executives as required.

Manage day‑to‑day functioning of the executive offices, including complex diary management, mail and email, and acting on urgent matters without further advice.

Provide advice and support to staff within the directorates, draft reports for board, committees, take minutes and action notes.

Liaise with Corporate Assurance Officers to ensure prompt submission of reports.

Support members of the Executive Assistant Team, coordinate rota and leave arrangements, and occasionally work outside core hours.

Develop and maintain systems related to budgetary responsibilities, leave monitoring and supervision arrangements.

Assist with corporate governance matters, including FOI and complaints.

Attend executive‑led meetings, record minutes and actions.

Maintain stationery stocks, order supplies, manage meeting rooms and refreshments.

Manage IT issues, repairs, updates and systems usage (Microsoft, finance/purchasing software, ESR, board/committee software).

Person Specification

Training & Qualifications

• Business/professional qualification to degree level or demonstrable equivalent experience in professional administration
• GCSE English or equivalent
• Speed typing to a high standard
• RSA 3 Word Processing or equivalent experience in practice

Knowledge & Skills

• Advanced knowledge of administrative procedures, complex diary management and appointment scheduling
• Ability to manage diverse workload and frequent interruptions
• Ability to meet deadlines and work under pressure

Experience

• Experience handling confidential and complex information sensitively
• Experience managing own workload
• Experience supporting high‑level executives and understanding related challenges

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a DBS check.

Employer name

Sheffield Health Partnership University NHS Foundation Trust

About us

We are passionate about providing the best care and seek people who share our commitment. Our diverse staff, service users, carers and families contribute unique expertise and stories. We support your health and well‑being, offer training and education, and encourage research involvement.

We are proud of the impact we make daily and welcome you to join us.