Main area Admin Grade NHS AfC Band 5 Contract Permanent Hours Part time - 30 hours per week (Monday to Thursday 0900 to 1700) Job ref 276-7353548-AC
Site QVH Town East Grinstead Salary £31,049 - £37,796 per annum Salary period Yearly Closing 03/08/2025 23:59
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.
In addition to receiving tertiary referrals from across the South East of England, we have a network of ‘spoke’ sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to patients’ homes as is possible. With the recent addition of video led ‘virtual’ consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.
Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients’ lives.
We also offer attractive benefits such as
* tailored personal development to support career aspirations, including accredited clinical and management development programmes
* flexible working arrangements for a work-life balance that suits you and your needs
* a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes
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Sustainability
At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation’s carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.
This is an exciting opportunity to work for a forward thinking patient centred organisation.
In this role, you will work at the heart of the corporate offices here at Queen Victoria Hospital as an executive assistant. In this role, you will provide confidential support using your own initiative and judgement when dealing with complex diary management, providing support to meetings, managing mail and planning and organising events, working collaboratively with the rest of the team to ensure effective management of priorities and work flow.
Main duties of the job
- Complex diary management including organising meetings
- Providing administrative support to meetings including drafting agendas and taking minutes
- Provide a discreet and confidential support role using own initiative, dealing with sensitive and complex information on a regular basis and communicating complex and sensitive information to staff at all levels of the organisation as required
- Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
- Planning and organising events, meetings and workshops with both internal and external stakeholders including selection of the venue, organising invitees, travel and provision of materials for the event working closely with the executive director
- To work collaboratively with other executive assistants to promote effective management of priorities and work flow
Working for our organisation
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise.Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services.Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Detailed job description and main responsibilities
This role is to provide an efficient and comprehensive administrative and business support service for one or more Executive Directors, their senior management and directorates, working as part of the wider corporate affairs team.
To undertake a full range of responsibilities associated with the post using discretion, initiative and maintaining confidentiality, supported by advanced use of IT packages used by the Trust.
The post holder must have strong written and verbal communication skills and be tactful, sensitive and diplomatic when communicating with very senior management across the Trust and the wider system.
Person specification
Qualifications
* Honours degree or vocational qualification level 6 in secretarial or business administration field or able to demonstrate knowledge within this field through practical experience or training
* Executive / Personal Assistant Diploma
Experience
* Relevant experience of working in an administrative support position
* Significant admin experience including diary management and minute taking to a high standard
* Implementation of processes and procedures to increase efficiency
* Experience of working at a senior level for senior staff such as a Director or group of directors
The closing date given is a guide only. There may be some occasions when we have to close a vacancy once sufficient applications have been received. You are therefore advised to submit your application as early as possible to avoid disappointment.
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