Executive Assistant - Head Office

NHS; Peterlee; On-site; GBP 60,000 - 80,000; Full time

Job description

Job Summary

The Executive Assistant role works within a small team to support the Executive team to deliver its objectives. This role requires a high degree of professionalism, flexibility, and excellent communication skills.

Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.

To provide administrative services including taking accurate minutes, monitoring progress of actions within agreed deadlines, and ensuring specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel, and written correspondence for Directors and senior managers.

Preparing papers and presentations, drafting documents and reports.

Responding to complaints that have been escalated through the company's processes.

To conduct research/analysis on behalf of Directors/senior managers.

Main Duties of the Job

Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.

To provide administrative services including taking accurate minutes, monitoring progress of actions within agreed deadlines, and ensuring specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel, and written correspondence for Directors and senior managers.

Preparing papers and presentations, drafting documents and reports.

Responding to complaints that have been escalated through the company's processes.

To conduct research/analysis on behalf of Directors/senior managers.

Take a lead role in corporate communications, including maintaining the company website; producing presentations and promotional materials; maintaining brand guidelines; liaising with managers on their printed materials; producing material for social media use. Produce quality internal communication copy to support colleague engagement activity, including producing weekly team communications and company newsletters.

Coordinate projects from across the business, providing support to managers to aid the progression of key projects in the company’s business plan. Keep the company’s business plan updated and contribute to review sessions to set the annual objectives.

Assist in the identification, preparation, and submission of bids for NHS procurements and other initiatives.

Facilitate and support the implementation and development of projects liaising with internal, NHS, government, and external organisations as appropriate.

Undertake basic health and safety tasks associated with the head office site.

Undertake specific projects as required, working independently or in conjunction with others as appropriate as directed by the directors.

Work effectively within the EA team, providing support and cover for colleagues as appropriate.

Variation within EA Role

The EA role and responsibilities are generic across all postholders. However, in addition to the generic responsibilities, there are certain specialisms within the role undertaken by individual members of the EA team as agreed with the individual postholder. These include but are not limited to:

1. Project coordination
2. PA to Directors
3. Marketing and communications lead
4. Health and Safety lead
5. Facilities management support

Person Specification

Qualifications Essential

• Recognised qualification in business studies or significant previous EA experience at a senior level

Attitudes/Skills/Qualities Essential

• Excellent communication skills
• Ability to represent the company positively to commissioners, patients, visitors, and complainants
• Ability to communicate effectively with Directors and senior managers both within and external to the organisation
• Ability to use tact, discretion, and maintain confidentiality
• Accurate keyboard skills
• Excellent written English skills
• Strong organisational skills
• Ability to work under pressure with conflicting/tight deadlines
• Ability to prioritise own workload
• Strong attention to detail
• Ability to remain calm under pressure
• Strong team player

Experience Essential

• Demonstrable experience as an EA at a senior level
• Working within a secure and confidential environment
• Advanced experience of using Microsoft Word, Excel, PowerPoint, and Outlook
• Experience of dealing with difficult situations

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer Details

Employer Name: Intrahealth Ltd

Address: First Floor, William Brown Centre, Manor Way, Peterlee, County Durham, SR8 5TW

Employer's Website: https://www.intrahealth.co.uk/