Band 5 Executive Assistant to Deputy Director of Ophthalmology

Job summary

We are seeking a highly organised, discreet, and proactive Executive Assistant to provide exceptional administrative and strategic support to the Ophthalmology Deputy Director. In this pivotal role, you will manage complex schedules, coordinate high-level meetings, prepare critical reports, and ensure the smooth flow of information across the hospital's leadership team.

You will be the first point of contact for internal and external stakeholders, handling sensitive and confidential matters with professionalism and tact. Your ability to anticipate needs, prioritise competing demands, and maintain composure under pressure will directly contribute to the efficiency and effectiveness of the Deputy Director's office.

You will play a key part in enabling senior decision-making, supporting strategic initiatives, and ensuring that operational priorities are delivered on time. Your work will help the Deputy Director focus on driving improvements in patient care, operational excellence, and organisational performance.

If you thrive in a fast-paced healthcare environment, have exceptional attention to detail, and can balance diplomacy with assertiveness, this role offers the opportunity to make a meaningful impact at the heart of hospital leadership.

Main duties of the job

*Manage the Deputy Director's diary, scheduling complex and often changing appointments, meetings, and events.

*Prepare agendas and supporting documents for internal and external meetings.

*Track action points and ensure timely follow-up on decisions and commitments.

*Act as the primary liaison between the Deputy Director's office, senior leaders, external partners, and regulatory bodies.

*Draft, proofread, and format high-quality correspondence, reports, and presentations, ensuring accuracy and clarity.

*Handle sensitive and confidential information with the highest level of discretion.

*Organise and support high-level meetings including logistics, catering, and technology setup.

*Take accurate minutes, summarise key discussions, and distribute them promptly to relevant stakeholders.

*Monitor and manage incoming communications, prioritising urgent matters and redirecting queries where appropriate.

*Maintain efficient filing systems.

*Support the preparation of business cases, project updates, and performance reports.

*Liaise with project teams to gather updates, track progress, and flag potential risks or delays.

*Process expense claims, purchase orders, and budget tracking for the Deputy Director's office.

*Ensure compliance with hospital policies and procedures.

*Build and maintain positive working relationships with colleagues at all levels, fostering a collaborative and supportive environment.

About us

University Hospitals Birmingham NHS Foundation Trust strives to have an inclusive culture where everyone feels like they belong, can thrive, knows that they add value and feels valued. We do this by developing compassionate and culturally competent leaders, being values driven in all that we do and by creating a welcoming and inclusive workplace that thrives on the diversity of our people. As such we want to attract and recruit talented individuals from all backgrounds, and for each of you to feel supported for the diversity you bring, to achieve your full potential. For those staff with a disability, including physical disability, long term health condition, mental health or neurodiverse condition, this also means being committed to making reasonable adjustments needed for you to carry out your role.

Details

• Date posted: 08 June 2026
• Pay scheme: Agenda for change
• Band: Band 5
• Salary: £32,073 to £39,043 a year
• Contract: Fixed term
• Duration: 12 months
• Working pattern: Part-time, Flexible working
• Reference number: 304-1100534
• Job locations: Queen Elizabeth Hospital, Mindelsohn Way, Birmingham, West Midlands, B15 2TH, United Kingdom

Job responsibilities

Please note for a specific detailed job description for this vacancy please see attached job description.