Senior Executive Assistant to the Joint Chief Executive

North Bristol NHS Trust; Bristol; On-site; GBP 37,000 - 45,000; Full time

Job summary

An established industry player in healthcare is seeking a Senior Executive Assistant to support the Joint Chief Executive. This role is ideal for someone with proven Executive PA experience, who thrives in a fast-paced environment and is adept at managing complex priorities. You will play a pivotal role in ensuring effective communication, organization, and management of administrative functions across two Trusts. If you are methodical, reliable, and possess excellent communication skills, this opportunity allows you to make a significant impact while working within the dynamic NHS landscape.

Qualifications

• Significant experience supporting Executive Directors in fast-paced environments.
• Strong knowledge of the NHS sector landscape and priorities.

Responsibilities

• Provide high-level PA support to the Joint Chief Executive.
• Manage diary, correspondence, and project management tasks.

Skills

Professional Communication

Organizational Skills

Time Management

Attention to Detail

Adaptability

Education

Substantial Secretarial Experience

NHS Experience

Job description

Senior Executive Assistant to the Joint Chief Executive

NHS AfC: Band 6

Main area Chief Executive Division Grade NHS AfC: Band 6 Contract Permanent Hours Full time - 37.5 hours per week Job ref 339-KLE5379

Site Southmead Hospital and Bristol Royal Infirmary Town Bristol Salary £37,338 - £44,962 per annum Salary period Yearly Closing 16/01/2025 23:59

Job overview

We are seeking an experienced and high performing Senior Executive PA for the Joint Chief Executive of NBT and UHBW.

This is a new and exciting opportunity for someone with proven Executive/Board level Executive PA experience. The postholder will work across both organisations.

The Role:

• Provide high level, professional PA support
• Act as an interface between the Joint Chief Executive and staff at all levels
• With guidance from the Executive Coordinator, develop a thorough understanding of the Joint Chief Executive’s priorities and ways of working
• Work with the Executive Coordinator to help ensure that the Joint Chief Executive’s priorities are effectively communicated to the Executive Teams and wider senior leadership

You:

The successful candidate will have significant experience of:

• Supporting Executive Directors in a fast-paced environment
• Working to very tight deadlines and managing conflicting priorities.
• Working within the NHS, with a strong knowledge of the sector landscape and priorities
• Working where discretion, good judgement, and the highest standards of professionalism are required

Main duties of the job

Job purpose

The Senior Executive Assistant is required to lead and develop the functions of the Joint Chief Executive, providing proactive and responsive professional support to the Joint Chief Executive with their strategic and operational functions at both Trusts.

To provide a full Executive Assistant service, managing their diary and correspondence, project management, and following up a wide range of issues arising from correspondence and meetings, working in collaboration with the Executive Coordinator.

The Senior Executive Assistant will provide day to day management and supervision of the office administrative support function.

Detailed job description and main responsibilities

Main duties and responsibilities

Communication

• Provide front of office support to the Joint Chief Executive.
• Communicate confidential, sensitive, and contentious information, both written and verbal, across multi-disciplinary teams and external organisations.
• Manage organisational arrangements on behalf of the Joint Chief Executive, including formal visits to hospital sites.
• Manage the electronic diary of the Joint Chief Executive, including arranging meetings and taking minutes/notes when necessary.
• Be the point of contact for the Joint Chief Executive for internal and external enquiries.
• Ensure the Joint Chief Executive receives appropriate briefings on current issues and produce reports on key items.

Planning and Organisation

• Plan and organise meetings involving the Trust Management Executives.
• Manage complex and conflicting priorities when managing diaries.
• Prepare and coordinate presentations for the Joint Chief Executive.
• Coordinate and supervise delegated project work.

Finance and Resources

• Assist in managing the Joint CEO budgets and be an authorised signatory.
• Authorise orders, timesheets and invoices when necessary.

Leadership and Management

• Monitor sickness and absences within the Joint Chief Executive’s team.
• Day to day management and supervision of the administrative support function.

Policy and Service Development

• Ensure compliance with all Trust policies and procedures.
• Contribute to the development and implementation of policies.

Freedom to Act

• Work on own initiative and determine how work should be planned and delivered.

Other

• Provide on the job training in relevant administrative tasks.
• Adhere to both Trusts’ Health & Safety procedures.

Person specification

Skills and Experience

• Excellent and professional communications both face-to-face, over the phone and by email.
• Ability to manage an unpredictable workload.
• Methodical and reliable, with attention to detail.
• Capacity to adapt to changes in working practices quickly.

Knowledge & Experience

• Substantial secretarial and personal assistant experience at a senior level.
• A strong understanding of the local healthcare sector.
• Previous NHS experience.

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that your application has been unsuccessful.

North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people.