Overview
We have an exciting opportunity for an Executive Personal Assistant to join our team providing high quality administrative support to our Executive Directors. The Executive Personal Assistant role provides a great opportunity to support the Executive team in delivering our Trust's ambitions. This is a busy and varied role and we are looking for someone who is organised, flexible, proactive and has experience of working with executive / senior leadership teams. You will be the primary point of contact and will manage communications to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times. You will be responsible for complex diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements. You will be required to support high level meetings by producing, collating and distributing agenda's and you will also attend meetings to ensure high quality minutes and actions are documented.
Responsibilities
* To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.
* To provide direct support in handling and managing communication including face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times.
* Act as a focal point for all enquiries. Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate.
* To direct queries to the most appropriate member of the Executive Director's team depending on the nature of the enquiry. To direct incoming mail to the appropriate member of the Executive Director's team depending on its contents.
* To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.
* Provide a high level of flexibility to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.
* Demonstrate excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.
* Produce documents using a variety of software packages.
* Collate and prepare agendas and supporting papers. Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.
* Compose, type and send out routine letters with and without Executive approval, and prepare more complex correspondence for approval.
* Combine material, often of a specialised and technical nature, from a number of different sources to produce written reports with discretion on presentation format. Collating and analysing information as required.
* To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.
* Devise and implement systems to ensure adherence to deadlines are met.
* To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.
* Work flexibly to provide cover and support across the executive admin team.
* Undertake formal Loggist training and participate on a Loggist rota as required.
* To recognise the importance, sensitivity and confidentiality of issues at all times, thereby acting using the upmost discretion.
* Use the TRAC system to support recruitment processes, support arrangement of stakeholder panels and form part of interview panels if required.
* Undertake any other reasonable tasks as specified by the Executive Office Manager
Additional Information
Flexible Working If you're looking for flexible or predictable working arrangements, please speak to us about how we might be able to accommodate this. If it works for our service and patients, we will do our best to make it work for you. COVID19 Vaccination Chesterfield Royal Hospital NHS Foundation Trust is committed to ensuring the safety of all our staff and patients therefore encourages and supports staff to be vaccinated against COVID19 as this remains the best line of defence against the virus. UK Points-based immigration system Applications from job seekers who require sponsorship to work in the United Kingdom (UK) are welcome and will be considered alongside all other applications. Please note that from 1 January 2021, to work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require sponsorship unless you have permission to work via another route. Non UK / RoI candidates wishing to apply can self-assess the likelihood of obtaining a Certificate of Sponsorship here Work in the UK - GOV.UK (www.gov.uk). It is vital that you provide full and accurate details of your current immigration status on the application form. Overseas applicants applying for entry clearance into the UK must present a criminal record certificate from each country they have resided in continuously or cumulatively for 12 months or more in the past 10 years. Guidance can be found here Criminal records checks for overseas applicants - GOV.UK (www.gov.uk) If you are applying for a vacancy in health or adult social care, you may be eligible to apply for the Health and Care Worker visa instead, which is cheaper to apply for and you do not need to pay the annual immigration health surcharge. Communications Communications throughout the application process will be via e-mail therefore please check your e-mail account and Trac account regularly. References are also requested by email (where possible). Therefore to speed up the recruitment process please provide an email address for all referees when completing your application form. If you require any support in completing the application form, please do not hesitate to contact the HR Support Services team on 01246 513177 and we will be happy to provide assistance. Please see the attached documents and links in relation to working for Chesterfield Royal Hospital NHS Foundation Trust. In particular, the general conditions of employment and benefits of working for the trust. This role is part of the integrated health and social care community across Derbyshire, where there are many opportunities to work across different locations and providers developing new and different skills. Whilst this role is initially based in Chesterfield there may be future opportunities to be based at different locations within the health and social care community which we may talk to you about in the future.
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