Executive Personal Assistant

To provide excellent administrative and Executive Assistant support, including complex diary management, at Executive Director level.

To provide an efficient, organised service for high level meetings from agenda setting to minute taking.

You will be confident in your ability to operate well on your own initiative as well as forming good working relationships with the secretariat team to provide comprehensive support to the wider Executive Team., Please read the full job description attached for a comprehensive description of the role. However, key duties include:

• To provide full personal assistant and secretarial support to the Executive Director/Deputy Director.


• To produce letters, reports and presentation slides using a wide range of Microsoft applications including Word, Excel, Access, PowerPoint, email and any other secretarial duties as required.


• To manage multiple complex diaries adjusting plans which impact across the area and beyond being mindful of the impact on other areas. Duties include arranging appointments, meetings, prioritising meeting requests based on the needs of the caller and the workload priorities and commitments of the Executive Director


• To organise formal and informal meetings, compilation of agendas, action trackers, appropriate papers and minutes ensuring deadlines are achieved, particularly the Executive Led Groups.


• To manage the bookings for the various conference/tutorial rooms ensuring the appropriate equipment is available and maintained, as well as to arrange catering when necessary.


• To provide a first point of contact across the spectrum of the Executive Director's agenda and to prioritise/manage/delegate key issues as appropriate to ensure the efficient operational running of the portfolio, in collaboration with associated Trust staff, with the freedom to act appropriately to any given situation guided by Trust policies and procedures.


• To ensure representation on behalf of the Executive Director for the interests of their portfolio at meetings and on other occasions when necessary.


• To communicate confidential and/or sensitive information concerning any such issue arising in or from the portfolio, in a professional and discrete manner to all appropriate parties, including patients, public, staff and outside parties.


• To establish and maintain prompt, effective contact and communication with internal and external stakeholders, in all matters relating to the portfolio and associated endeavours of the Trust.


• To execute and manage prompt, effective verbal and written communication / queries in a confidential, professional and sensitive manner, preparing any draft responses as necessary.


• To manage any verbal or written complaint and diffuse volatile situations using tact, discretion and empathy, dealing with sensitive and contentious personal information with appropriate advice and guidance.


• To initiate and prioritise all necessary actions / emails arising from communication with any party, including further communication or discussion with relevant staff as appropriate.


• To ensure the prompt distribution of correspondence, information, circulars and development bulletins, both internally and externally.


• To assist in the preparation of documents, other reports and work for publication and presentations.


• Ensure the Executive Directors are fully briefed on complex events and scenarios as they arise, determining the priority of the issue and as necessary obtaining and collating the information needed to enable the Executive Director to make an informed decision.


• In the absence of the relevant Director, escalate any urgent/sensitive situations to the appropriate person.


You will join a highly skilled executive secretariat team providing support to Executive Directors.

The Team is knowledgeable and welcoming, working in an open plan office creating an ideal atmosphere for peer support and sharing of best practice., The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £18+£5 (standard disclosure) or £38+£5 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

As an experienced Executive Assistant, the post holder will join a friendly, welcoming Secretariat team helping to deliver an effective Executive support service and provide dedicated support to a Director and Deputy Director.

We expect you will be highly organised and efficient, able to multi-task and use your own initiative to manage and prioritise a wide range of tasks and responsibilities. Minute taking skills are essential.

The post holder must be able to work with a diverse range of colleagues, utilising good interpersonal and communication skills.,
• Degree level of education or relevant demonstrable experience


• Evidence of personal and professional development


Desirable criteria


• RSA3/equivalent or formal secretarial qualification, Demonstrable experience in managing resources and stock


• Demonstrable experience of working as a PA to a Director or equivalent in a large complex organisation which includes taking and producing minutes


• Experience of working with senior level staff and maintaining good working relationships across a range of staff levels both internal and external to the Trust


• Clear experience of working in a busy environment and expertise across the full range of office systems and admin procedures


Desirable criteria


• Experience of managing or supervising staff, Knowledge of Microsoft Office (Word, Excel, PowerPoint) & Outlook, Excellent verbal and written communication and interpersonal skills and ability to identify the key messages and areas for action arising from telephone, email and personal conversations.


• Able to concentrate on specific and demanding matters, whilst dealing with unplanned interruptions


• Ability to seek, analyse and evaluate information


• Ability to maintain accurate filing/documentation systems


• Possession of strong organisational skills being able to manage multiple competing priorities and work to tight and/or unexpected deadlines


• Have a well planned, organised and systematic approach to tasks


• Ability to work with tact and diplomacy and react sensitively when dealing with complex, sensitive or confidential information about organisations or individuals both within and outside the Trust.


• Have a high attention to detail and excellent accuracy


• Able to take initiative and use own judgement in anticipating and dealing with queries


• Ability to work well under pressure


• A proactive team worker with motivational skills


• Able to work autonomously and unsupervised, but able to recognise when it is appropriate to seek advice


• Conscientious and reliable with a willingness to be flexible in order to meet the needs of the service, Ability and willingness to undergo further training as required
  
  Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.


The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.