Executive Assistant to Chief People Officer

Job overview

The Executive Assistant provides high‑quality, confidential and proactive personal assistant support to the Chief People Officer and wider Executive Directors. The role is integral to enabling effective executive leadership by ensuring the smooth coordination of diaries, correspondence, meetings and governance activity.

The post holder will operate with a high degree of autonomy, judgement and professionalism, acting as a key point of contact between the Chief People Officer and a wide range of senior internal and external stakeholders. The role requires the ability to prioritise competing demands, manage sensitive information and anticipate issues in a fast‑paced executive environment.

Key responsibilities include complex diary and workload management, screening and prioritising correspondence, preparation and coordination of papers and agendas, minute‑taking and follow‑up of actions, and the organisation of meetings, events and executive activity. The post holder will also contribute to the wider Corporate Support Team.

The Executive Assistant must demonstrate discretion, confidence, strong organisational skills and proven experience of supporting senior leaders within a complex organisation. The role plays a vital part in maintaining effective communication, governance arrangements and executive efficiency across the Trust.

Main duties of the job

Key duties include:

• Providing a high‑quality personal assistant service, including preparation of business documents, management of correspondence, screening of telephone calls and arrangement of travel.
• Managing complex diaries and schedules, ensuring effective prioritisation of executive time and coordination of meetings and commitments.
• Acting as a trusted gatekeeper, screening and prioritising emails and post, taking appropriate action and escalating urgent or sensitive matters as required.
• Handling correspondence and communications on behalf of the Chief People Officer, including drafting responses and liaising with internal and external stakeholders.
• Supporting governance and meeting arrangements, including the timely preparation of agendas and papers, attendance at meetings where required, minute‑taking, and follow‑up of agreed actions.
• Maintaining effective administrative and bring‑forward systems to ensure deadlines are met and actions are monitored and completed.
• Participating in the Corporate Governance meeting rota and providing support to the Deputy Company Secretary to ensure continuity of service during absences.
• Providing wider corporate administrative support, including coordination of events, away days, conferences and executive projects, and preparation of presentations using available IT systems.

Detailed job description and main responsibilities

Main Duties and Responsibilities

Executive and Personal Assistant Support

• Provide a first‑class personal assistant service to the Chief People Officer and, where required, other Executive Directors and the Chair. This includes preparing business documentation, managing correspondence, organising schedules and arranging travel.
• Assess the importance of incoming and outgoing emails and post, screening and prioritising correspondence daily, taking appropriate action and escalating matters as required.
• Screen and manage telephone enquiries on behalf of Executive Directors, dealing confidently and professionally with sensitive issues while ensuring confidentiality at all times.

Diary, Communication and Stakeholder Liaison

• Manage complex executive diaries and schedules, ensuring effective prioritisation of commitments and efficient use of executive time.
• Handle correspondence and communications on behalf of the Chief People Officer, including drafting responses and liaising with other offices to collect and exchange information.
• Act as a key point of contact with senior staff, managers, other NHS organisations, external agencies and members of the public, maintaining a professional and courteous approach at all times.

Governance, Meetings and Minute‑Taking

• Ensure the timely and accurate preparation of agendas and papers for meetings involving the Chief People Officer, Executive Directors and the Chair.
• Attend meetings when requested and take responsibility for: Identifying agenda items Printing, collating and distributing papers Producing accurate minutes Identifying follow‑up actions and chasing progress as required
• Identifying agenda items
• Printing, collating and distributing papers
• Producing accurate minutes
• Identifying follow‑up actions and chasing progress as required
• Participate in the Corporate Governance meeting rota when required.

Administrative Systems and Planning

• Develop, maintain and operate effective administrative systems, including record logs, filing systems and extensive bring‑forward and pre‑planning arrangements to ensure deadlines are met.
• Initiate and monitor follow‑up actions to support delivery of executive and corporate commitments.
• Create and maintain both paper‑based and computerised filing systems and prepare presentations using available IT systems.

Team and Corporate Support

• Support the Deputy Company Secretary to ensure continuity of service during periods of absence.
• Contribute to effective communication within the department, ensuring staff are kept informed of changes to Trust policies and procedures.
• Provide general administrative support, including planning and lead support for conferences, special events, away days and executive projects, as required.

Trust‑wide Responsibilities

• Uphold the Trust’s values and behaviours in all aspects of work.
• Comply with Trust policies relating to confidentiality, data protection, data quality, health and safety, infection prevention and control, safeguarding and clinical governance.
• Undertake other duties of a similar nature consistent with the responsibilities and grade of the post.