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
About us
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.
Job 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
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.
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