Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Executive Personal Assistant
The closing date is 20 October 2025
We are seeking a proactive and highly skilled Executive Assistant to join our team, providing exceptional, confidential secretarial and administrative support to at least two Senior Leaders. This is a key role that contributes to the smooth and efficient running of the Assurance and Standards Team, offering high-quality support across the leadership group as needed.
Key Responsibilities:
* Delivering professional and confidential executive support to Senior Leaders.
* Supporting the wider team with effective secretarial services.
* Assisting with diary management, meeting coordination, and formal minute-taking.
About You:
* Educated to degree level
* Proven experience as a Personal Assistant or Executive Assistant, ideally within a complex organisation.
* Strong proficiency in Microsoft Office applications.
* Excellent organisational skills and attention to detail.
The role is suitable for appointment on either a fixed term contract or secondment basis. Applicants should have gained agreement in principle from their line manager prior to applying for a secondment arrangement.
Main duties of the job
To provide a fully comprehensive, high quality, effective, efficient, confidential executive secretarial and administrative support to a minimum of 2 Executive Directors/Senior Leaders.
Ensure the smooth running of the Offices of the Executive Directors/ Assurance and Standards Team.
To provide a positive first contact for all staff, patients, public and stakeholders in the Executive Office.
To ensure and provide a full and comprehensive Executive Personal Assistant service to the Executives, covering all aspects of secretarial, administrative and organisational support.
About us
The Robert Jones and Agnes Hunt Orthopaedic NHS Trust (RJAH) is one of the leading orthopaedic hospitals in the country, with some of the highest levels of staff and patient satisfaction, as well as a strong reputation for research and innovation.
Joining RJAH is more than just a job - we want our people to have the best opportunities to thrive in their role. We have a range of fantastic staff benefits on offer to everyone who joins RJAH and you'll have access to outstanding professional development opportunities and state-of-the-art facilities - including our recently-opened £6 million Headley Court Veterans' Orthopaedic Centre (the first unit of its kind in the UK). RJAH has strong links with a range of universities including Staffordshire, Keele, Glyndwr, Chester and Birmingham. The hospital is located on a site outside Oswestry in Oswestry, just off the A5. The nearest train station is in Gobowen, approximately two miles from the hospital. The station is part of the Chester to Birmingham line. We are based in North Shropshire, close to the border with North and Mid Wales. It is one of the most attractive parts of the country, with a rich historic culture and excellent transport links. It offers outstanding opportunities for anyone who enjoys an outdoor lifestyle or is looking to raise a family.
Job responsibilities
To provide a full and comprehensive service to the Executive Team, covering all aspects of secretarial, administrative and organisational support. To assist in the overall development of the service to ensure it operates efficiently and effectively.
Work with other members of the team to track progress on given tasks and projects to ensure deadlines are met.
To organise and plan the workload, diary and commitments (including all travel and accommodation requirements as necessary), including the scheduling of formal and complex meetings, ensuring deadlines are achieved and flow of workload.
To source and gather all relevant information in order to prioritise workload and manage demands on the Executive diaries, based on a sound knowledge of the priorities and deadlines involved.
To facilitate effective liaison with people at all levels, both internally and externally.
To co-ordinate and facilitate meetings, including producing agendas and papers as required. Minute taking will occasionally be required. Distribution of papers as appropriate, ensuring any actions are undertaken and follow-up as required. Ensure relevant equipment is available and set up for meetings, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.
To provide a comprehensive EA/secretarial/administrative service, including accurate note-taking, audio and copy typing, and professional presentation of a range of correspondence, reports, etc, for internal and external use, often to tight deadlines. This will include the formatting of reports and presentations using various office software programmes (e.g. Excel, PowerPoint, etc) as required.
To deal with correspondence, as directed by the Executives by drafting responses where appropriate without the need for referral. This requires a good working knowledge of the organisation and the ability, knowledge and confidence to respond to high level requests for information or advice on a range of topics and to a variety of senior level contacts and external stakeholders.
To act as the first point of contact for the Executive, ensuring that a professional image is maintained and a helpful and efficient service is provided at all times to all internal and external contacts, and in all personal dealings with colleagues and others in the course of work.
To provide a professional, supportive and helpful information and advice service as commensurate with the post.
To undertake specific pieces of work, projects or other reasonable duties, as agreed with an on behalf of the Executive.
To work proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed in a timely way.
To assist in the administration of staffing related matters as appropriate within the Directorate, including recruitment processes, completion of returns, annual leave, co-ordination of staff meetings, arrangements of appraisal meetings for staff reporting to the Executive.
Person Specification
Qualifications
* Education to a degree level in a relevant subject or relevant experience
* Attendance on an Executive Secretarial or equivalent course
* ECDL
Experience
* Knowledge of NHS or complex organisations
* Experience of working at Personal Assistant preferable at Director level
* Experience of taking formal minutes preferable at Board level
* At least 3 years\' experience at Personal Assistant level
* Awareness of NHS policies and procedures
Skills
* High level of IT competency, including Microsoft Office, virtual meetings software and the understanding of other software packages
* Good written and communication skills
* Diplomacy
* Ability to prioritise work effectively, make decisions where necessary and work autonomously
* Ability to remain professional in a busy office environment
Knowledge
* Excellent knowledge of a business organisation
* Good knowledge of current systems and processes within an NHS Hospital
* To exemplify the Trust Values: Friendly - patients, colleagues, public are always put at ease and made welcome. Excellence - ensure the care we deliver has great outcomes for patients. Caring - put the patient first and be considerate of their needs. Professional - apply high professional standards to your role. Respect - for patients and each other
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.
Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust
Address
The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT
The Robert Jones and Agnes Hunt Orthopaedic Hospital NHSFT
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