Executive Assistant
The Trust only accepts applications made through this site, please register when you click APPLY at the end of this advertisement. The Trust is able to offer hospital accommodation, pension scheme, on-site nursery (through third party provider), together with salary sacrifice schemes (including child care vouchers, ride to work) and a range of national and local staff discounts (subject to availability).
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Job overview
To ensure the smooth operation of the Executive Directors working commitments by providing a highly effective liaison service within the Executive Office, their functional areas and senior management teams, other Trust departments and with a wide range of external stakeholders and individuals.
To be responsible for the smooth running of the assigned Executive Directors office functions, handling general office management and facilities issues and for the development and maintenance of efficient and effective systems and processes.
To provide a high quality comprehensive secretarial and administrative service including the planning and scheduling of their meetings and taking notes or minutes of meetings as required.
To work with the Trust Secretary and the other Executive Assistants to ensure the provision of a high quality, cost effective and professional Executive Assistant service, including providing cover across the team.
To ensure that confidentiality is always maintained.
To always act as Ambassador for the Trust in liaison with internal and external departments and individuals.
Main duties of the job- Proactively managing Executive Directors' diaries and activities using Microsoft Outlook.
- Liaising with external organisations to ensure clear diaries and preparation requirements.
- Planning and booking meetings, events, and conferences
- Managing Executive Directors’ emails using judgement to determine priority and importance.
- Dealing proactively with telephone calls and visitors to the Executive Offices.
- Attending formal meetings, taking, and transcribing minutes, and issuing agendas and papers.
- As the Administrative lead for the relevant Board and Executive Committee(s), forward planning meeting schedules, producing agendas, and circulating papers.
- Working for our organisation
The Trust’s services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit and outpatient clinics.
The safety and well-being of our patients and of our staff is paramount and we are making urgent improvements to address this – particularly in infection prevention and control. We are making progress and going forward by working in partnership with local GPs, charities, community services, academic partners, our local authority, neighbouring hospitals and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population.We are absolutely focused on ensuring that our hospitals
provide high quality, safe and compassionate care, while drive forward the building of the new Hillingdon Hospital.
We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.
Detailed job description and main responsibilities
Providing cover for Board/Executive Committees in the absence of colleagues.- Uploading papers onto the Team Engine board paper system.
- Managing incoming and outgoing electronic and paper correspondence.
- Drafting, typing, and preparing documents, correspondence, reports, and presentations in line with NHS and Trust criteria.
- Proofreading draft responses, reports, and complaint responses before presenting to the Executive Director and Deputies.
- Maintaining and updating any documents, files, records, or directories used by the Executive Director.
- Maintaining, updating, and adding to databases for disseminating Division/Directorate communications.
- Providing full briefing on important issues as they arise.
- Being proactive when dealing with routine and urgent enquiries.
Please refer to the attached Job Description and Person Specification for a full list of role requirements and main responsibilities.
Person specification
Person Spec
Essential criteria- Educated to degree level or evidence of equivalent level of ability, e.g., considerable experience of working within NHS environment with knowledge of a full range of administrative and organisational procedures.
- Able to set up and use databases
- Experience of working with NHS stakeholders.
- High level of IT skills with MS Office (including Excel, PowerPoint, Word) and Outlook (or similar application).
- Excellent written and verbal communication skills.
- Excellent time management skills.
- Advanced typing and/or secretarial course (60+wpm)
- Diploma or secretarial qualification or equivalent Business Administration Qualification or equivalent level of ability.
- A professional Personal Assistant at a senior level with experience in a large complex organisation.
- Experience of liaising with senior staff effectively at all levels of a complex organisation and external stakeholders
- Drafting reports and presentations
Applications are welcome from all sections of the community to ensure our workforce is representative of the population. Please note that all candidates at risk in London and going through the NHS London Redeployment scheme are to be given priority as part of the recruitment process where their application meets the essential criteria for the role.
Please note: If you do not meet the requirements for the role or have specific registration where required then your application will be automatically rejected.
If you do not hear from within 2 weeks of the closing date please assume you are unsuccessful.
The Hillingdon Hospital will use the information provided primarily for the purposes of managing your employment within the Trust.
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