Executive Personal Assistant (Band 5)

NHS; York and North Yorkshire; On-site; GBP 25,000 - 35,000; Full time

Job summary

The NHS is seeking an Executive Personal Assistant to provide administrative support to its Executive Directors. This role demands exceptional organizational and communication skills, along with significant experience in a fast-paced healthcare administration environment. The successful candidate will manage diaries, prepare meeting agendas, and produce accurate minutes, ensuring smooth operations within the Trust Headquarters.

Qualifications

• Experience working at PA/EA level in a fast-paced environment.
• Significant experience with complex diary management.
• Experience in taking minutes and supporting meetings.

Responsibilities

• Provide executive support including diary management and email handling.
• Prepare agendas and minutes for meetings.
• Act as the first point of contact for the Director.

Skills

Organizational skills

Communication skills

Keyboard skills

Education

Educated to degree level or significant level of experience

Qualification in Microsoft Office or equivalent

Accurate keyboard skills to RSA III or equivalent

Tools

Microsoft Office

Job description

The Executive Personal Assistant role is a key part of the Trust Headquarters and is responsible for the provision of an efficient and effective administrative service to the Executive Directors . An opportunity has arisen for an Executive Personal Assistant to principally support the Executive Director of Transformation Planning & Improvement and Executive Director of Corporate Affairs, but with the flexibility to work for other executive directors.

The successful candidate will have previous secretarial experience, experience of servicing meetings, be able to demonstrate an ability to work well as part of a team and remain calm when working under pressure.

Essential key skills for the role include a high speed accurate typing with relevant qualifications and experience, a pro-active nature and the ability to demonstrate sound organisational and interpersonal skills with good attention to detail.

Main duties of the job

Specific role requirements include:

• Provide Executive Personal Assistant support to the Director[s] on a daily basis, which will include organising and maintaining complex diaries, email inbox management, composing letters/responding to emails, prioritisation of work, producing basic reports, managing checklists and databases, creating Powerpoint presentations or basic Excel spreadsheets, photocopying, researching and filing information.
• Provide secretarial support for key meetings as directed by the Director[s] including timely preparation and circulation of agendas and supporting documentation, arranging venues and equipment, attending meetings and producing accurate minutes which record key decisions and actions.
• Use excellent customer service skills to be the first point of contact (ie receiving visitors and telephone calls) for the Director[s].
• Liaise confidently with staff and colleagues and a range of internal and external stakeholders.

About us

We are always looking for enterprising and innovative approaches to the way we provide our services. We are a national centre for telemedicine and introduced telehealth to the UK offender healthcare sector and also provide the service to patients in their care homes. Community matters to us and we are supported by 400 dedicated volunteers and have strong links with Bradford University, Craven College and Leeds City College to ensure we inspire the workforce of the future.

We want to attract staff who embrace our 'Right Care' behaviours of compassion, a commitment to quality of care and working together for patients - we want to make these part of our DNA.

Job responsibilities

For full details of this job vacancy, please see attached full job description and person specification.

This position is not currently eligible for a certificate of sponsorship in line with Home Office guidance as it does not appear on the skilled worker visa occupation list.

If you currently hold a different type of visa allowing you to work in the UK we would welcome an application from you. If your visa expires or there is a change in status during your employment, the Trust will be required to review your employment which may result in the termination of your employment to comply with the relevant immigration legislation

Person Specification

Qualifications

• Educated to degree level or significant level of experience
• Accurate keyboard skills to RSA III or equivalent
• Qualification in Microsoft Office or equivalent

Experience

• Significant experience of working at PA/EA level in fast paced administration environment
• Experience of dealing with complex diary management involving multiple stakeholders from multiple sources
• Experience of taking minutes and supporting meetings
• Experience of working at PA/EA level in a healthcare setting and knowledge of hospital electronic systems and databases
• Experience of managing a director's inbox and prioritising accordingly
• Experience of planning, managing and supporting large events

Skills

• High level organisational and administrative skills
• Demonstrable communications skills, both verbal and written, to a range of stakeholders
• Ability to draft meeting notes and minutes, capturing appropriate actions
• Ability to prioritise and respond to workload and deal with conflicting demands and pressures.

Knowledge

• Demonstrable knowledge of NHS administration
• Knowledge of regulatory requirements
• Advanced knowledge of Microsoft Office applications

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.