Jobs at EA in United Kingdom

This is an exciting new opportunity to join an evolving team that will be liaising directly with senior leaders across the NELFT and the systems in which NELFT operates. You will have a key role in managing the reputation of the office of the Chief Executive, Deputy Chief Executive, Executive Management Team, and the Trust more broadly.

As the Head of Executive Office, the post-holder will lead the delivery of a highly effective support service to the Chief Executive, Deputy Chief Executive, and the Executive Management Team (EMT).

You will be responsible for providing the strategic and operational management of a professional executive support function to all areas of the Chief Executive and Deputy Chief Executive’s portfolio, ensuring that they are fully briefed and prepared for all activities within their remit. This will include advising on and progressing projects as requested by the Chief Executive, Deputy Chief Executive, and Chief of Staff.

It is an exciting opportunity for an enthusiastic leader to lead the team of Executive Assistants to the Executive Management Team, ensuring that the EA team operates efficiently and effectively, provides an excellent and professional service to the Trust’s senior leadership, and builds strong relationships internally and externally.

This will be an opportunity to refine and communicate current processes, drive innovation, and design new ways of working to make the most effective use of the Chief Executive, Deputy Chief Executive, and Executive Management Team’s time. We look forward to your application.

Probationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).

Starting with NELFT
NELFT places a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training, and the allocation of equipment. As part of the process, new starters will have the opportunity to also meet the executive team, senior managers, and attend a number of drop-in sessions focusing on engagement, health and wellbeing, and key processes. The induction will be held at our head office in Rainham, Essex.

High Cost Area Supplement - Outer London
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 p.a. pro rata for part-time).

The post-holder will:

• Manage the Executive Office to ensure it runs smoothly and efficiently at all times.
• Proactively support the Chief Executive and Deputy Chief Executive, their time and workload, in a highly effective manner to facilitate their ability to lead the organisation effectively.
• Use judgement to prepare or commission briefing for the Chief Executive and Deputy Chief Executive on specific topics, including research and analysis of information as required.
• Manage the administration of weekly Executive Management Team meetings, including taking minutes and maintaining the action log.
• Work closely with the Chief Executive, Deputy Chief Executive, and Chief of Staff, keeping them informed of relevant issues, commitments, and responsibilities, prioritising and following up as appropriate.
• Work with the Chief Executive and Deputy Chief Executive’s EA to:

1. Prioritise incoming issues and concerns, including those of a sensitive and confidential nature, determining the appropriate course of action, referral or response, and taking responsibility for necessary follow-up action.
2. Proactively manage the Chief Executive and Deputy Chief Executive’s diaries and ‘bring forward’ system in an effective and efficient manner, anticipating their requirements, responding to changing circumstances and demands on their time.
3. Manage the Chief Executive and Deputy Chief Executive’s correspondence, including emails, to a very high standard, prioritising and routing as appropriate and dealing with less complex matters directly where appropriate.
4. Produce the director on-call rota and collate directors’ annual leave ensuring adherence to Trust requirements.

Act as an effective channel of communication between the Chief Executive and Deputy Chief Executive and the rest of the organisation.
Co-ordinate the drafting of board papers that the Chief Executive and Deputy Chief Executive are responsible for producing.
Act as an effective link between the Chief Executive and Deputy Chief Executive and the Executive Management Team, attending and providing administrative support for the weekly EMT meetings as well as attending Board of Directors meetings.
Establish effective relationships with key partner organisations across the systems in which the Trust operates, liaising with them on behalf of the Chief Executive and Deputy Chief Executive.
Attend ad-hoc meetings, recording and chasing actions on behalf of the Chief Executive and Deputy Chief Executive. Track issues for follow up and progress and chase as required.
Use initiative, diplomacy, and tact and take a proactive approach to solving problems and delegating issues as appropriate. Provide rapid response to conflicting demands and priorities.
At all times act as an ambassador for the Trust, being professional, confident, courteous, and helpful. Work sensitively and professionally with the highly sensitive and confidential information to which the post-holder will be privy.
Lead the team of Executive Assistants to the Executive Management Team, ensuring that the EA team:

• Operates efficiently and effectively.
• Provides an excellent and professional service to the Trust’s senior leadership.
• Has a reputation for being approachable, responsive, helpful, and professional – across the Trust and with partner organisations from across the systems in which the Trust operates.
• Has a strong sense of team and a culture of professionalism and mutual support.
• Actively promotes equality, diversity, and inclusion.

These leadership and management responsibilities will include:

1. Provision of effective and supportive line management, including regular 1:1 supervisions and appraisals, working in partnership with the Executive Director(s) the EA supports as appropriate.
2. Leadership of regular team meetings and away-days.
3. Facilitation of professional development opportunities.
4. Leadership of recruitment.
5. Provision of training to new members of the EA team in office administration and support systems and processes.
6. Management of the EA team budget.
7. Management of overall EA resource to ensure Executive Directors are allocated the right support at the right time to enable them to fulfil their roles effectively. This will include allocation of EA support to Executive Directors, working in conjunction with the relevant Executive Director.
8. Management of cover arrangements and providing cover for the EA to the Chief Executive and Deputy Chief Executive to ensure consistency of support.
9. Management of a rota for EA physical presence in the Executive Management Team Office at Trust Headquarters (CEME).

• Raise purchase orders, process invoices and expense claims and monitor expenditure.

The post-holder will be required to use a computer every day and will be a highly proficient user of the Microsoft Office suite.

Please see the attached job description and person specification for more information about this role and working at North East London NHS Foundation Trust. We encourage you to refer closely to this when completing your application.

We welcome your application even if you do not meet all the criteria listed in the person specification. Any development needs to help you succeed in the role can be discussed at the interview stage.