SHCG Directors Assistant

Manchester University NHS Foundation Trust; Manchester; On-site; GBP 30,000 - 42,000; Full time

Job summary

Manchester University NHS Foundation Trust is seeking an experienced Executive Assistant to support the SHCG Directors, ensuring efficient administration and effective time management. The role includes inbox and diary management, drafting and typing of correspondence and board reports, and minutes for meetings.

You will lead on confidential communications, coordinate travel and accommodation, and assist with audits or projects as required.

Qualifications

• Provide a high-calibre personal support service to nominated Directors.
• Manage inbox and calendar to optimise Directors' time.
• Prepare and collate correspondence, reports for Board meetings and presentations.
• Take formal minutes and support confidential communication.
• Lead or participate in departmental audits, investigations or projects as required.

Responsibilities

• Provide high-calibre personal support to nominated Directors.
• Inbox management and timely response handling.
• Compile and type correspondence and board reports.
• Prepare materials for presentations and take formal meeting minutes.
• Manage electronic diaries and travel arrangements.
• Organise accommodation and travel for meetings as required.
• Maintain filing systems and ensure confidentiality of sensitive information.
• Support daily operations of SHCG Management Offices and Directors' office.

Skills

Inbox management

Diary management

Minutes taking

Administrative support

Communication

Education

A-level or equivalent

Tools

Microsoft Office

Job description

The post holder will add value to the Senior Leadership Team through ensuring the delivery of support to enable the SHCG Directors to be effective in their organisation and time management and by assisting in the smooth day-to-day running of SHCG Management Offices. The post holder will be responsible for the supervision and line management of the SHCG Personal Assistant, ensuring that the team operates effectively in providing a first-class administration and support service to the SHCG Senior Leadership Team.

• To provide a high caliber personal support service to nominated Directors.
• Provide inbox management support.
• Responsible for compiling and typing correspondence as well as reports for Board meetings.
• Prepare materials for presentations as required.
• To take formal minutes as required.
• Actively participate, and where necessary lead on departmental audits, investigations or projects as appropriate.
• Deal proactively with general and confidential correspondence both internal and external in a timely manor.
• To manage the electronic diaries.
• To organise and book accommodation and travel arrangements as necessary.
• Collate information for meetings and other events etc.
• Ability to deal with issues of a highly confidential, and in some cases sensitive nature.
• Ensure that an efficient bring forward and pending system is in place, ensuring the Directors are fully prepared for meetings.
• Filing both electronically and hard copy following Trust policy.
• Use judgement when liaising with managers and executives on urgent matters both internal and external.
• Manage the daily flow of correspondence to agreed timescale.
• Receive visitors to the Directors office / SHCG Management Offices in a welcoming and professional manner.
• To undertake any other duties which are deemed appropriate to the band as requested by the SHCG Leadership Team. MFT is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve. All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. As an inclusive employer, we are here to support you. If you have any special requirements to help you with your application, please contact the manager named below.

Use of Artificial Intelligence (AI) in your application Here at Manchester University NHS Foundation Trust, we're proud to be ALL HERE FOR YOU, for our patients, our communities, and each other. As part of our commitment to fairness, transparency, and personal integrity, we ask all applicants to ensure that their job applications reflect their own experiences, skills, and motivations. While AI tools can support spelling, grammar, or formatting, we expect that the content of your application, especially personal statements and responses to role specific questions is written by you. This helps us get to know the real you and ensures that our recruitment process remains equitable and meaningful for everyone. Thank you for helping us uphold the values that make our Trust a place where people belong, grow, and thrive. We look forward to receiving your application.

Disclosure and Barring Service (DBS) check As part of our commitment to safeguarding patients and staff, many roles at Manchester University NHS Foundation Trust (MFT) require a Disclosure and Barring Service (DBS) check. This is a standard process across the NHS and helps us ensure a safe environment for everyone. What is a DBS Check? A DBS check is a background check that reveals any criminal convictions, cautions, reprimands, or warnings. The level of check required depends on the role: Standard DBS: Checks for spent and unspent convictions, cautions, reprimands, and final warnings. Enhanced DBS: Includes the above, plus any additional information held by local police that's considered relevant to the role. Enhanced with BarredLists: Includes all of the above, plus checks against the children's and/or adults' barred lists. Who Needs a DBS Check Most roles involving direct patient contact, working with children or vulnerable adults, or access to sensitive information will require a DBS check. The job advert and recruitment team will let you know if this applies to your role. The Costs for a DBS At Manchester University NHS Foundation Trust (MFT), roles that require a DBS check are subject to a cost recovery policy. This means that the cost of submitting and processing a DBS application if you are successful and join us, will be deducted from your salary within the first three months of employment. If, however, you withdraw from a conditional offer after the DBS process has begun, you will still be liable for the cost incurred. For more information about the cost of the various types of DBS, please visit:https://www.gov.uk/government/news/dbs-fees-are-changing-in-december DBS Update Service Candidates are also expected to register with the DBS Update Service which must be completed within 30 days of the certificate being issued. This helps streamline future employment checks and supports safer recruitment practices. For more information, please visit the DBS Update Service.

Join Manchester University NHS Foundation Trust (MFT), the largest provider of specialist services, and our Oxford Road Campus in Manchester, the largest health academic campus in Europe - a great place to shape your career. With a workforce of over 30,000 colleagues, we work together to deliver exceptional care to more than 1 million people every year. Behind every patient cared for are people like you - keeping services running smoothly, supporting clinical teams, and helping create safe, welcoming environments for patients and our people alike. At MFT, we believe in the power of teamwork, respect, and inclusion. Our People Plan reflects our commitment to making MFT a place where everyone feels they belong, where your ideas are heard, and your contribution is truly valued. Join us and work smarter with our digital technology and thrive in a collaborative culture that empowers you to deliver your best to ensure that your work behind the scenes creates seamless, high-quality care and exceptional patient outcomes. Whether you're just starting out or looking to grow, we offer clear pathways for development and a culture that supports your wellbeing, ambition, and success. Everything you do makes a real difference to the lives of others. At MFT, your role matters, your impact is real, and you're part of something bigger from day one. To find out more about the key responsibilities and the specific skills and experience you'll need for this role, take a look at the Job Description & Person Specification attachments under the 'Documents to download'heading. Explore 'Inside MFT - Your Candidate Place' To help you feel confident, prepared and fully informed before you apply, we invite you to exploreInside MFT - Your Candidate Place. This welcoming one-stop hub gives you a real sense of who we are, what we stand for, how we reward and support you, and the many ways we care for you as you care for others. You'll also find practical hints and tips for submitting a great application, along with the essential information you need to know before you apply.