Executive Personal Assistant (Chief Medical Officer)

Job overview

This is a role for a highly organised and committed Senior Personal Assistant who will provide direct support to the assigned Executive Director(s)/Senior Lead(s) (Chief Medical Officer and Senior Team). This role offers the opportunity to be involved in interesting, complex, and high-profile work across the organisation.

The successful candidate will be responsible for coordinating and managing multiple pressures to allow the Executive Director/Senior Lead to focus on their priorities and maximize their time delivering against their objectives. They will be a highly motivated, proactive and experienced personal assistant willing to grow their networks and build new relationships to deliver expert support. They will also be a team player, with excellent communication skills, representing the trust values and behaviours at all times

Main duties of the job

The postholder will be responsible for supporting the Executive Director(s)/Senior Lead(s) (Chief Medical Officer and Senior Team) to deliver their various responsibilities across the breadth of their remit. Although this will vary on a day-to-day basis, and with the specifics of the executive portfolio, but such responsibilities will include:

Providing a high standard of personal assistance, secretarial and general administrative support.

Enabling efficient operation of their portfolios whilst always ensuring the utmost professionalism and confidentiality.

Effective planning, organisation and communication skills, including responsibility for pro-active and responsive daily management of diaries, meeting preparation, pre-briefing and follow-up, appropriately responding to emails and phone calls, and other matters as required.

Using initiative and excellent organisation and presentation skills to respond to project and other preparation and planning tasks as required by the Executive Director(s) / Senior Lead(s) in the efficient execution of their role.

Detailed job description and main responsibilities

Part of this fast-paced role will require the post holder to be an effective communication link between a broad range of internal and external stakeholders.

The post holder will be expected to adopt a flexible approach to suit the variable and developing workload within the corporate areas supported.

The post holder will be required to work at all Trust main sites, with flexibility to co-locate with Directors/Senior teams as needed in a fluid way throughout the working week.

The post holder will be required to demonstrate excellent organisational and administrative skills with the ability to work independently using high levels of discretion, judgement and critical analysis while balancing the competing priorities of the Executive Director(s)/Senior Lead(s) that they support.

Effectively balance the competing demands on the time of the Executive Director/Senior Lead that they support and actively provide highly effective and adaptable administrative support tailored to their needs and portfolio.

Expertise and commitment to working and engaging constructively with internal and external stakeholders on a range of issues to ensure the effective engagement of the Executive Director/ Senior lead and organisation/trust.

Present a professional, welcoming and helpful image to staff, other organisations and the public at all times and via all methods of communication.

Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors and their Senior Leads operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with matters and actions liaising with staff, both internal and external.

Nurture key relationships and monitor networks internally and externally.

Develop and maintain close collaboration and co-operation with the wider Executive Team and their Senior Leads, working at all times to achieve set standards.

Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Senior Leads.

Produce correspondence, reports, and complete projects as required to a high standard and to agreed deadlines, with due respect for confidentiality and corporate style.