Executive Personal AssistantinChesterfieldinChesterfieldPUBLISHED MON 10 FEB 2025

We have an exciting opportunity for an Executive Personal Assistant to join our team who provide high quality administrative support to our Executive Directors.

The Executive Personal Assistant role provides a great opportunity to support the Executive team in delivering our Trust's ambitions. This is a busy and varied role and we are looking for someone who is organised, flexible, proactive and has experience of working with senior leadership teams.

Thesuccessful candidate will support the Chief Nurse and the Director of Human Resources and OD. However, our EPA's work flexibly to provide support to the wider Executive teams and cover for colleagues as required during leave and busy periods.

You will be the primary point of contact and will manage of communication to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times.

You will be responsible for complex diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

You will be required to support high level meetings by producing, collating and distributing agenda's and you will also attend meetings to ensure high quality minutes and actions are documented.

About us

Job purpose

To provide comprehensive high quality Executive Personal Assistant (EPA) support to the Executive Directors.

The EPA will ensure the efficient and effective use of their time and support their workload accordingly and provide a comprehensive and efficient EPA/secretarial service through a variety of administrative and clerical tasks.

The EPA will work flexibly to provide support to the wider Executive team and cover for other EPAs as required during annual and other leave, and during busy periods.

Key Result Areas

To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.

To provide direct support in handling and management of communication to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public. Ensuring a high level of professionalism and confidentiality at all times.

Acts as a focal point for all enquiries. Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate.

To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.

High level of flexibility required to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.

Excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.

Producing documents using a variety of software packages.

Collation and preparation of agendas and supporting papers. Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.

Composing, typing and sending out routine letters with and without Executive approval, and preparing more complex correspondence for approval.

Combining material, often of a specialised or technical nature, from a number of different sources to produce written reports with discretion on presentation format. Collating and analysing information as required.

To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.

Devise and implement systems to ensure adherence to deadlines are met.

To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.

Work flexibly to provide cover and support the Executive Admin Team.

It is expected that the postholder will undertake formal Loggist training and participate on a Loggist rota as required.

To recognise the importance, sensitivity and confidentiality of issues at all times, and therefore acting using the upmost discretion

KNOWLEDGE, SKILLS AND EXPERIENCE

• Ability to independently interpret and analyse information and facts to solve varied problems
• Ability to communicate complicated or sensitive information with varied audiences in person and/or writing
• Ability to work under a high degree of pressure including meeting unpredictable deadlines and dealing with conflicting demands.
• Advanced knowledge of administrative and secretarial procedures
• Computer skills at either OCR Advanced (RSA III) level or ECDL Extra qualification and use of Microsoft Office applications and e-mail

Excellent administrative and organisational skills and a high level of attention to detail.

Ability to work effectively in challenging situations, providing flexible support as required.

Able to use the Trac system to support recruitment processes and form part of interview panels if required.

DECISION MAKING

Directs callers, both face to face and over the telephone, to the most appropriate member of the Executive Directors team depending on the nature of the enquiry.

Directs incoming mail to the appropriate member of the Executive Directors team depending on its contents.