About this role
Job summary
We are seeking a highly organised, discreet, and proactive Executive Assistant to provide exceptional administrative and strategic support to the Ophthalmology Deputy Director. In this pivotal role, you will manage complex schedules, coordinate high-level meetings, prepare critical reports, and ensure the smooth flow of information across the hospital's leadership team.
You will be the first point of contact for internal and external stakeholders, handling sensitive and confidential matters with professionalism and tact. Your ability to anticipate needs, prioritise competing demands, and maintain composure under pressure will directly contribute to the efficiency and effectiveness of the Deputy Director's office.
You will play a key part in enabling senior decision-making, supporting strategic initiatives, and ensuring that operational priorities are delivered on time. Your work will help the Deputy Director focus on driving improvements in patient care, operational excellence, and organisational performance.
If you thrive in a fast-paced healthcare environment, have exceptional attention to detail, and can balance diplomacy with assertiveness, this role offers the opportunity to make a meaningful impact at the heart of hospital leadership.
Main duties of the job
*Manage the Deputy Director's diary, scheduling complex and often changing appointments, meetings, and events.
*Prepare agendas and supporting documents for internal and external meetings.
*Track action points and ensure timely follow-up on decisions and commitments.
*Act as the primary liaison between the Deputy Director's office, senior leaders, external partners, and regulatory bodies.
*Draft, proofread, and format high-quality correspondence, reports, and presentations, ensuring accuracy and clarity.
*Handle sensitive and confidential information with the highest level of discretion.
*Organise and support high-level meetings including logistics, catering, and technology setup.
*Take accurate minutes, summarise key discussions, and distribute them promptly to relevant stakeholders.
*Monitor and manage incoming communications, prioritising urgent matters and redirecting queries where appropriate.
*Maintain efficient filing systems.
*Support the preparation of business cases, project updates, and performance reports.
*Liaise with project teams to gather updates, track progress, and flag potential risks or delays.
*Process expense claims, purchase orders, and budget tracking for the Deputy Director's office.
*Ensure compliance with hospital policies and procedures.
*Build and maintain positive working relationships with colleagues at all levels, fostering a collaborative and supportive environment.
About us
University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.
Job description Job responsibilities Please note for a specific detailed job description for this vacancy please see attached job description.
Person Specification
Qualifications Essential
* Degree in Business Administration or relevant subject or equivalent experience and training
Experience Essential
* Experience of dealing with the Public/Customer service experience * Experience of working in an Administrative role with a proven track record of problem solving and managing a team of staff * Experience of managing complex diaries using own judgement when dealing with conflicting appointments and priorities * High proficiency of working with a range of Microsoft Office packages (eg. Word, Excel and Outlook) * Experience of working in a busy environment working independently and exercising judgment and decision making skills
Desirable
* Experience of using IT systems * Experience of working in Healthcare
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.
Employer details Employer name University Hospitals Birmingham NHS Foundation Trust
Address Queen Elizabeth Hospital
Mindelsohn Way
Birmingham
West Midlands
B15 2TH
United Kingdom
Employer's website https://www.uhb.nhs.uk/jobs.htm (Opens in a new tab)