Executive Assistant

Job overview

The Executive Assistant will provide efficient, comprehensive, and confidential administrative support to the Executive Secretariat. The post holder will help ensure the smooth organisation of Executive commitments across a broad range of duties, liaising with staff at all levels, external agencies, and members of the public. The role requires professionalism, excellent organisational skills, and the ability to manage sensitive information while supporting the effective running of the Trust’s Executive functions.

Please note, this advert may close early if a high volume of applications are received.

Main duties of the job

Main Duties of the Job

• Provide a first‑class, confidential administrative service to the Executive Team and act as their primary point of contact.
• Manage the Executive’s diary, appointments, and scheduling, ensuring efficient use of time and appropriate prioritisation.
• Receive and manage sensitive, confidential, and sometimes complex information, ensuring appropriate communication to staff and stakeholders.
• Handle enquiries from patients, the public, staff, and external organisations with tact, diplomacy, and initiative.
• Plan, organise and support meetings, seminars, Board committees, and briefings, ensuring agendas, papers, and logistical arrangements are in place.
• Take formal minutes, prepare accurate notes, and support follow‑up actions.
• Draft correspondence, reports, agendas, strategies, and action plans on behalf of the Executive.
• Support the wider Trust Headquarters team in meetings, report preparation, and coordination across directorates as required.

Detailed job description and main responsibilities

Communication & Confidentiality

• Communicate effectively with staff at all levels, external agencies, and members of the public, often involving sensitive or contentious information.
• Maintain strict confidentiality in all aspects of the role.

Administrative & Executive Support

• Provide high‑quality administrative and secretarial support, including document creation, audio typing, transcribing minutes, and preparing presentations.
• Manage diaries, arrange 1:1s, coordinate meetings, and ensure relevant documents are prepared and distributed.

Planning & Organisation

• Organise complex activities involving senior leaders, partner organisations, and external bodies.
• Prioritise a demanding workload and make decisions when executives are unavailable.

Information Management

• Collate information from internal and external sources to draft responses, brief executives, and advise on priorities.
• Handle incoming correspondence, screen issues, and escalate urgent matters appropriately.

Meetings & Events

• Organise meetings, seminars, and events, ensuring all facilities, equipment, and speakers are in place.
• Produce agendas, supporting documents, and meeting papers for the Board, committees, and senior stakeholders.

Team & Corporate Responsibilities

• Support the Trust Headquarters team in corporate events, Board activities, and cross‑directorate coordination.
• Participate in forums and working groups to help improve organisational procedures.

General Trust Responsibilities

These include requirements relating to:

• Quality and customer care
• Confidentiality and Data Protection
• Health and Safety
• Equality & Diversity
• Mandatory training
• Safeguarding
• Sustainability