Executive Assistant | University Hospitals Coventry and Warwickshire NHS Trust

An exciting opportunity has arisen for an exceptional individual to join our Executive Support Team based at University Hospital, Coventry.

This is a key role supporting our most senior leaders to deliver UHCW's strategic goals and objectives for the benefit of our patients and communities.

This role will provide dedicated support to a nominated Chief Officer, although the ability to be flexible and dynamic and to provide support to any Chief Officer as required is essential in this fast-paced environment.

This is a varied role which requires a confident communicator who possesses excellent organisational skills and a keen eye for detail. Reporting to the Executive Support Manager, you will be encouraged and empowered to contribute ideas along with your colleagues to help develop and continuously improve the service we provide, utilising the UHCWi improvement methodology.

The post holder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professional and ethical standards at all times.

The post holder will be a key member of the Executive Support team and will undertake corporate roles and responsibilities in accordance with the grade and nature of the post.

The team is responsible for ensuring a full and comprehensive service is provided to chief officers, including developing and maintain standard work.

University Hospitals Coventry and Warwickshire NHS Trust, rated as good by the Care Quality Commission, is one of the largest teaching Trusts in the UK.

We are extremely proud of our employees across our hospital sites, with high quality patient care at the heart of everything we do.

Boasting some of the most modern facilities in Western Europe, the Trust is renowned for being at the forefront of research and innovation as part of its blossoming reputation as a worldwide leader in healthcare.

We are proud to be recognised as a Pathway to Excellence® designated organisation – please click the link for further details about this prestigious award. Pathway To Excellence ® - University Hospitals Coventry & Warwickshire (uhcw.nhs.uk)

By joining our exciting journey, you will form part of a passionate, talented team and will be able to access a wide range of learning and development opportunities. There has never been a better time to join our team.

We will create an environment where the equality and human rights principles of fairness, respect, equality, dignity and autonomy are promoted and are part of the organisation's core values.

1. Provide full meeting facilitation for a range of formal meetings across the Trust including chief officer-led meetings and corporate meetings as required.
2. Cover the work of colleagues within the team, providing administrative support to chief officers on a buddy system basis, including facilitating corporate meetings and meetings relevant to chief officer portfolios as required.
3. Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.
4. Maintain a corporate style for chief officer-led and wider Trust meetings including agendas, papers, minutes etc.
5. Maintain strict confidentiality relating to Board and chief officer business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely (hard copy and electronic).
6. Compile meeting agendas to reflect agreed actions and the annual schedule of business, and liaise with directors and senior managers to obtain reports, checking they are in the correct format and in good order prior to approval by Chief Officers and others.
7. Maintain meeting attendance records, action logs and schedules of business, progress chasing actions as required.
8. Book meeting rooms, facilities and refreshments for meetings, ensuring that rooms are suitably organised.
9. Collate, photocopy and distribute confidential meeting papers as required.

1. Provide an efficient and comprehensive secretarial and clerical service to the nominated chief officer on a day-to-day basis, and be a fully involved member of the Executive Support.
2. In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
3. Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate.
4. Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
5. Responsible for organising and maintaining the smooth running of the nominated chief officer diary, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
6. Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
7. Greet and receive guests who are visiting the nominated chief officer.
8. Work closely with other executive assistants to facilitate the efficient operation of the chief officer team’s business.
9. Organise events as required, taking charge of all catering arrangements and invitations.
10. Process purchase orders and invoices for chief officer functions e.g. mobile phone bills and charge card expenditure, etc.
11. Communicate effectively with chief officer and non-executive directors through a variety of communication methods. Assist with the dissemination of information to chief officer and non-executive directors, organising weekly mail outs of essential and useful information.

For further details of the role please see the attached job description.

This advert closes on Tuesday 9 Jul 2024