Executive Assistant (EA) to RL and ME Hospital Executives
We are looking for a high calibre Executive Assistant to join our Executive team, providing comprehensive support to the Directors of the RLH and ME Senior Hospital Leadership Team. You should be an enthusiastic self‑starter with first‑class secretarial and administrative skills and an ability to manage a busy and varied workload. You will have experience in management agendas and taking minutes at committee level meetings. You will also be an excellent communicator with strong interpersonal skills and be able to work on your own initiative.
Diplomacy, discretion and the ability to communicate with individuals at all levels of the organisation are essential qualities for this post, as are excellent IT skills. Day‑to‑day responsibilities include diary and email management, organising meetings, dealing with telephone enquiries, drafting agendas and circulation of papers, minute taking, and various administrative tasks. You will work as part of the senior management leadership team. Your previous experience will include working in a senior PA/EA role, preferably for a large organisation.
Main duties
* Manage the effective and efficient operation of the Royal London Hospital Executive Directors office(s).
* Manage directors emails on their behalf ensuring emails are prioritised, actioned, delegated where appropriate and responded to professionally, helpfully and in a timely manner.
* Maintain a system for tracking actions that are outstanding and need to be delivered by an agreed deadline.
* Provide high‑level and comprehensive diary, administrative and secretarial support.
* Draft agendas for allocated meetings, ensuring they are sent in a timely manner, together with distribution of papers for meetings and taking minutes/actions at meetings.
* Maintain and enhance relationships with partner organisations and other external stakeholders.
* Deal professionally with internal and external stakeholders, patients and visitors.
* Use diplomacy and problem‑solving skills to assist in the resolution of issues escalated to executive level.
* Maintain confidentiality at all times.
Person Specification
Essential Qualifications
* Educated to degree level or equivalent, or experience.
Essential Experience
* Team working with staff from a variety of disciplines and levels of seniority.
* Analysing data and preparing reports.
* Previous experience in a senior secretarial/PA role.
Desirable Knowledge
* Broad understanding of NHS strategies and key issues affecting the service.
Essential Skills
* Ability to design and maintain information and filing systems.
* Excellent verbal and written communication skills, including a good telephone manner.
* Tact, diplomacy and confidentiality.
* Ability to communicate effectively with senior medical staff, corporate directors and other senior managers across trust.
* Ability to maintain confidentiality at all times.
* Exceptional organisational and time‑management skills in terms of prioritisation, managing diaries, appointments, meetings and filing record systems.
* Aptitude to enhance personal development and own skills.
* Proven ability to take initiative and manage a busy office in the frequent absence of the Director.
* Flexibility and adaptability.
* Ability to initiate and sustain independent case and project work.
* Experienced in drafting of agendas and circulation of papers for meetings. Taking minutes at sub board level.
* Able to meet deadlines and priorities often under considerable pressure and in tight deadlines.
* Excellent attention to detail.
Disclosure and Barring Service Check: This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, requiring a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
Employer details
Barts Health NHS Trust
Royal London Hospital
London
E1 1FR
United Kingdom
Website: https://www.bartshealth.nhs.uk
J-18808-Ljbffr