Executive Assistant | University Hospitals Of Leicester Nhs Trust

This is an exciting opportunity for someone who is looking for a chance to use their excellent interpersonal and organisational skills in a key senior administration role. Operating as part of the Executive Assistant team you will support our busy Executive Directors. You will be joining an excellent Executive Assistant team and assist in providing efficient administrative support to senior leaders at the University Hospitals of Leicester.
The successful candidate will be proactive, and work unsupervised, and using your significant experience you will be able to juggle conflicting priorities and competing tasks. The Executive Directors have busy and demanding roles, you will support and prepare them for their day ahead ensuring that their diary is optimized, correspondence and paperwork is ready. You must have the ability to multi-task, prioritize, take initiative and work to tight deadlines.
You will be meeting a variety of people from our Executive team and Clinical directorates and so we are looking for someone who is friendly, welcoming, and tactful. We are looking for someone who can offer a flexible approach, show initiative and judgement but also has ability to adapt to changing priorities along with a commitment to contribute to a culture of continuous improvement.
To provide a comprehensive, professional secretarial and administrative service to an Executive Director. Alongside supporting other members of the Board as required.
The post holder will be an advanced user of Microsoft Office packages and be able to collate and administer board papers and agendas.
The position will involve regular contact with members of the Trust Board, senior clinical staff, managers, and external organisations. The role requires a customer centred approach, highest levels of confidentiality and integrity. Ensuring that efficient and effective levels of service are always delivered.
The post-holder requires excellent organisational ability, must be flexible and able to exhibit initiative in resolving problems where they arise, along with a consistently highly professional approach.
This role requires excellent diplomacy skills, and the ability to deal with consistently competing priorities .
Our new strategy, developed with the support and feedback of colleagues, patients, and partners, is our compass for the next seven years (2023-2030).
We have four primary goals:
• high-quality care for all,
• being a great place to work,
• partnerships for impact, and
• research and education excellence
And we will embed health equality in all we do - taking active steps to reduce the avoidable differences in healthcare that some people face, working in partnership with communities.
Our strategy is underpinned by new values and we will work to ensure they are an everyday reality for all:
• we are compassionate,
• we are proud,
• we are inclusive, and
• we are one team
This is an exciting moment as we look to the future with clarity on what we already do well and where we need to focus our energies to make an even bigger difference for the people we serve.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
• To deliver a responsive, efficient service to the management team ensuring deadlines are achieved and that the flow of work is prioritised.
• To actively foster a positive, and professional team image. Supporting meetings and ensuring high quality and timely administrative support at direction of the Office Manager.
• Regular review of procedures to ensure that best practise is adopted.
• To perform secretarial duties as required including the management of diaries, arranging meetings, taking minutes, providing a welcome to guests with drinks, etc. and to undertake delegated tasks from the meetings.
• Regularly assess the appropriateness of meeting timings in the course of diary management with the intent of improving productivity through effective time management.
• To manage correspondence where appropriate bringing urgent information, incoming mail, emails to the attention of the Executive Director and acknowledging items which need to be actioned in their absence.
• To draft responses and reply to routine correspondence.
• To use Microsoft word processing packages to produce and format complex documents.
• To use Power Point IT packages to design, create and edit presentations.
• To ensure the team have access to meeting papers as required which includes management of online note systems to allow papers to be read on an iPad. To plan this in advance to ensure timely access to information to Senior Managers attending meetings.
• To follow up actions from meetings as required in accordance with standard office procedures.
• To handle confidential and sensitive data, dealing with complaints, booking appointments, liaising with both internal and external departments and agencies.
• To undertake and be responsible for and progress specific projects as directed by the Office Manager and the Senior Management reporting to the Executive Director.
• To answer and deal with telephone and face to face queries using own initiative to solve problems.
• In the absence of the Executive Director to re-direct calls and queries that require an urgent response appropriately to other senior staff to ensure these are addressed in a timely manner.
• To provide reciprocal cover for the other members of the team or for the Chief Executive Suite team, such as in times of sick leave, annual leave, and periods of exceptional workload.
• To work regularly across site within UHL and the community, sharing good practice and knowledge, to benefit the service.
• To take responsibility for tasks and projects as delegated by the Executive Director and Office Manager.
• To attend relevant senior administrative meetings within the division or across UHL and to assist in providing cover if appropriate and with prior agreement of the Office Manager.
• To maintain up to date records and databases in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved.
• To research, collate and provide accurate information from a variety of sources.
• To work in partnership with others in the department to solve a problem, listen to, encourage, and value others’ contributions and opinions. This will require the post holder to assess the best course of action to resolve issues within the department as the first point of contact. The post holder will be required to use their analytical and judgmental skills to ensure a satisfactory resolution.
• To lead on specific projects and time limited pieces of work often chasing responses from more senior colleagues and co-ordinating the team’s efforts.
• To be a key contact for very senior appointments, including arranging the interview and stakeholder panels, liaising with recruitment services, sending out offer letters as appropriate.
This advert closes on Thursday 1 Feb 2024