About this role
Job summary
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 will include diary and email management, organising meetings, dealing with telephone enquiries, drafting agendas and circulation of papers, minute taking at meetings and various administrative tasks. You will work as part of the 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 of the job
The post of Executive Assistant to The Royal London and Mile End Hospitals Executive Directors is key to managing the department effectively in a professional manner. The Executive Assistant will be required to be a self-starter who is able to work on his/her own initiative.
The main functions are: To manage the effective and efficient operation of the Royal London Hospital Executive Directors' office/s
To manage directors' emails on their behalf ensuring that emails are prioritised, actioned, delegated where appropriate and responded to professionally, helpfully and in a timely manner.
To manage a system for tracking actions that are outstanding and need to be delivered by an agreed deadline for the director.
To provide high level and comprehensive diary, administrative and secretarial support
To draft agendas for allocated meetings, ensuring these are sent in timely manner, along with distribution of papers for meetings and taking minutes/actions at meetings.
To main and enhance relationships with partner organisations and other external stakeholders
Deal professionally with internal and external stakeholders, patients and visitors
To use diplomacy and problems solving skills in order to assist in the resolution of issues escalated to executive level
The post-holder will have access to sensitive and confidential information and will be required to maintain confidentiality at all times.
About us
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment.
Job description Job responsibilities
The full job description provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience, and knowledgerequired. For both documents, please view the attachment/s below.
Person Specification
Qualifications Essential
Educated to degree level or equivalent or experience
Experience Essential
Team working with staff from a variety of disciplines and levels of seniority Analysing data and preparation of reports Previous experience in a senior secretarial/PA role
Knowledge Desirable
Broad understanding of the NHS Strategies and key issues affecting the service
Skills Essential
Ability to design and maintain information and filing systems. Excellent verbal and written communication skills, including a good telephone manner Tact, diplomacy and confidentiality Able to communicate effectively with senior medical staff, corporate directors and other senior managers across the 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 an 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 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.
Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details Employer name Barts Health NHS Trust
Address Royal London Hospital
London
E1 1FR
United Kingdom
Employer's website https://www.bartshealth.nhs.uk (Opens in a new tab)