Executive Assistant to Interim COO & Admin Support to Associate MD
The closing date is 23 November 2025
We are looking for an enthusiastic and motivated individual to join an established executive EA team, supporting the Interim Chief Operating Officer and the Associate Medical Director/Director of Innovation, Research and Development. You will provide comprehensive, high‑quality confidential executive assistant support and secretarial service, ensuring efficient and effective management of systems and processes.
To be successful, you must demonstrate excellent interpersonal and communication skills, be organised, flexible and able to work autonomously under pressure in a changing environment. Experience at executive/senior level in the NHS or public sector is advantageous.
You should possess excellent IT skills, with a working knowledge of Microsoft Office, especially Outlook, Word and Excel.
Main duties of the job
Provide professional, high‑level and comprehensive executive‑assistant support to the Interim COO and associate director, and support to other executives as required.
Manage day‑to‑day functioning of the executive offices, including complex diary management, mail and email, and acting on urgent matters without further advice.
Provide advice and support to staff within the directorates, draft reports for board, committees, take minutes and action notes.
Liaise with Corporate Assurance Officers to ensure prompt submission of reports.
Support members of the Executive Assistant Team, coordinate rota and leave arrangements, and occasionally work outside core hours.
Develop and maintain systems related to budgetary responsibilities, leave monitoring and supervision arrangements.
Assist with corporate governance matters, including FOI and complaints.
Attend executive‑led meetings, record minutes and actions.
Maintain stationery stocks, order supplies, manage meeting rooms and refreshments.
Manage IT issues, repairs, updates and systems usage (Microsoft, finance/purchasing software, ESR, board/committee software).
Person Specification
Training & Qualifications
* Business/professional qualification to degree level or demonstrable equivalent experience in professional administration
* GCSE English or equivalent
* Speed typing to a high standard
* RSA 3 Word Processing or equivalent experience in practice
Knowledge & Skills
* Advanced knowledge of administrative procedures, complex diary management and appointment scheduling
* Ability to manage diverse workload and frequent interruptions
* Ability to meet deadlines and work under pressure
Experience
* Experience handling confidential and complex information sensitively
* Experience managing own workload
* Experience supporting high‑level executives and understanding related challenges
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a DBS check.
Employer name
Sheffield Health Partnership University NHS Foundation Trust
About us
We are passionate about providing the best care and seek people who share our commitment. Our diverse staff, service users, carers and families contribute unique expertise and stories. We support your health and well‑being, offer training and education, and encourage research involvement.
We are proud of the impact we make daily and welcome you to join us.
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