Executive Assistant & Project Manager - Truro

Job overview

An exciting opportunity has arisen to join the Research & Development Team as the Executive Assistant & Project Manager. This role is integral to the smooth running of the department by working closely with the Service Leads to deliver on key projects and initiatives across the site.

The role will provide high level, efficient and quality administrative support to the Director of Research, Head of Research & Development and Lead Research Nurse (Service Leads). To work in partnership with the leads of service to achieve organisational aims and objectives and service delivery as well as ensuring the highest standards of professionalism, quality, and integrity.

Main duties of the job

To organise and prioritise emails/correspondence, action/respond to or redirect as appropriate. Be alert to any urgent correspondence/emails and requests for information.

Be responsible for managing the arrangements for meetings initiated by the Service Leads. Proactively manage the whole process, including timely preparation and dissemination of agendas and supporting documentation to all members of such groups in an efficient, effective, and appropriate way

Demonstrate a high level of skill and competency when arranging, attending and taking minutes of meetings at all levels. This includes minutes of involving SMT meetings and sub committees of these, Performance Management Groups, as well as confidential HR and ad hoc meetings.

Be responsible for producing minutes to the highest standard and work proactively to ensure that actions arising from the meeting (which are the responsibility of the Service Leads) are undertaken with agreed timescales

The post holder must be able to plan their workload to meet stringent deadlines on these projects as well as manage and meet daily workload requirements

Working for our organisation

The Royal Cornwall Hospitals NHS Trust (RCHT) is the main provider of acute and specialist care services in Cornwall and the Isles of Scilly. We serve a population of around 500,000 people - a figure that can increase significantly with

visitors during the busiest times of the year. We employ approximately 6,700 staff and have a budget of approximately £580 million.

We are a teaching hospital in partnership with the University of Exeter Medical School, University of Plymouth School of Nursing and Midwifery, and Peninsula Dental School.

The Knowledge Spa on the Royal Cornwall Hospital site is the base for medical and nursing as well as ongoing education for health professions in clinical and non-clinical roles.

Keeping at the forefront of medical advances, we are continually developing our clinical services as well as our facilities and are committed to maximising the range of specialist care that can be offered locally. Allied to this is a growing reputation for research and innovation.

Detailed job description and main responsibilities

PLEASE NOTE: To view the full Job Description and Person Specification, please click the supporting document on the right-hand side.

To be an employee of the NHS you need to successfully complete the following:

• Identity Checks
• Professional registration and qualification checks
• Employment history and reference checks
• Occupational Health clearance
• Satisfactory Disclosure and Barring Service check
• Right to work in the UK

For further information please visit:

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We reserve the right to close this advert early.

We may be able to offer flexible working. Please discuss at interview.

We may be able to offer sponsorship but this is not guaranteed.

Person specification

Qualifications

• Diploma level/HNC or equivalent knowledge of administrative procedures
• RSA 3 word & text processing or equivalent experience
• NVQ 3 in IT or similar IO qualification/experience
• Shorthand or speed writing qualification

• Management knowledge or experience to a degree level or equivalent

Experience

• Extensive experience in a Personal Assistant role
• Knowledge of office systems, procedures, and practices
• Extensive experience in a complex, political or public sector/Government environment
• Experience of producing written materials of a high standard such as reports and training materials
• Experience of managing a broad range of complex activities and projects simultaneously which may require adjustment, amendment, or re-planning

• Project Management Experience
• Excellent presentation skills
• Report writing skills

Practical & Intellectual Skills

• Excellent oral and written communication skills
• Excellent interpersonal skills
• Able to type accurately at speed
• Accurate diary management/time management
• Project management skills
• Able to arrange, attend and taking minutes of meetings. Management of complete process ensuring actions are recorded and completed timely
• Ability to provide and receive complex information and use persuasive, motivational, negotiating and training skills as required
• Able to work flexibly and in innovative ways
• Ability to problem solve

• Knowledge of research governance and legal and regulatory requirements

Disposition & Attitude

• Ability to manage conflict and sensitive situations
• Able to work in a busy environment and remain patient and calm where frequent concentration is required
• Enthusiastic and committed
• Energetic and enthusiastic with a positive attitude to work, change & innovation
• Able to deal with a high workload
• Work unsupervised and be able to prioritise workload to meet deadlines

Thank you for your application if you have not received a reply within 21 days of the closing date you have been unsuccessful on this occasion. Please be aware that your application and related documents will be retained confidentially for a period of 12 months.

It is vital that you provide full and accurate details of your current immigration status on the application form. To work in the UK all candidates who are not UK or Republic of Ireland (RoI) nationals require a visa - we may be able to provide sponsorship, but this is not guaranteed.

Benefits include optional pension and life assurance and a dedicated Childcare Co-ordination Team

We are committed to ensuring our staff are developed, engaged and supported to work in different ways to support the ever-changing environment in which we operate.

The Royal Cornwall Hospitals Trust is a non-smoking organisation.

Should you require an alternative format of this application form (such as Braille, audio or large print), please telephone 01872 255755

In submitting an application form, you authorise Royal Cornwall Hospitals NHS Trust to confirm any previous NHS service details via the Electronic Staff Record Inter Authority

Royal Cornwall Hospital is an Equal Opportunities employer.