Executive Support Secretary

Job overview

The Royal Orthopaedic Hospital NHS Foundation Trust is seeking a highly organised and motivated Executive Support Secretary to join our Corporate Services team.

This is an exciting opportunity to work at the heart of the Trust, providing high-quality administrative and secretarial support to senior leaders and contributing to the smooth and effective operation of the Executive Suite.

We are looking for an individual who has excellent organisational skills, a keen eye for detail and a proactive approach to work. You will be comfortable managing a varied workload, handling confidential information, and working both independently and collaboratively within a busy professional environment.

This role offers an excellent opportunity to develop your administrative and governance skills while working closely with Executive Directors, Executive Assistants and senior colleagues across the Trust.

Main duties of the job

As Executive Support Secretary, you will provide a comprehensive and efficient administrative and secretarial service to support the Executive Assistant team, Executive Directors and wider Corporate Services function.

Detailed job description and main responsibilities

Key responsibilities include:

• Preparing, collating, quality checking and distributing agendas, meeting packs and supporting documentation for Board, Committee, Executive and senior management meetings.
• Providing administrative support for meetings, including scheduling, room bookings, circulation of papers, minute taking, action tracking and maintaining accurate records.
• Managing electronic diaries, arranging appointments and coordinating meetings for senior leaders.
• Producing correspondence, reports, presentations and other documentation to a high professional standard.
• Handling incoming telephone, email and written enquiries efficiently and professionally.
• Managing incoming and outgoing correspondence, including document control and records management.
• Maintaining electronic filing systems, databases, SharePoint sites and other administrative systems to support effective service delivery.
• Supporting the preparation and maintenance of confidential Board, Committee and Executive documentation.
• Coordinating administrative processes and ensuring information is accurate, timely and compliant with Trust standards.
• Providing office cover and administrative support across the Executive Assistant team to ensure continuity of service during periods of leave, absence or increased workload.
• Supporting the wider Corporate Services team with general clerical and administrative duties as required.

Full job description and person specification is available as a supporting document for your information.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.