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Executive Assistant to Chief Executive and Chair

  • Job
    Full-time
    Senior Level
  • People, HR & Administration
    Business, Operations & Strategy

AI generated summary

  • You must have strong admin skills, diary management experience, excellent communication, and the ability to handle changing priorities and stakeholder interactions effectively.
  • You will manage diaries, handle communications, support executives, liaise with stakeholders, and produce meeting minutes and action trackers.

Requirements

  • The role requires the following:
  • High quality administration and efficient support as the EA to the Chief Executive and Chair.
  • Ability to manage the Chief Executives and Chairs diaries.
  • Experience in aligning diaries across large numbers of busy executives and clinical leads.
  • Strong communication skills for liaising with stakeholder organisations including the CQC, local MPs, NHS Dorset, NHS England, other NHS Trusts, BPC and Dorset Councils, and other organisations outside of Dorset.
  • Ability to manage changing priorities and constant revision of diaries.
  • Experience in managing incoming mail and email, telephone calls and messages.
  • Ability to answer calls from the public and patients seeking to speak to the Chief Executive and Chair.
  • Ability to develop a close working relationship with the CEO and Chair.
  • Experience in agreeing processes and workload management.
  • Ability to support the monthly Trust Management Group by producing minutes and managing the associated action tracker.

Responsibilities

  • The role purpose is to provide high quality administration and efficient support as the EA to the Chief Executive and Chair.
  • The EA manages the Chief Executives and Chairs diaries which takes up a significant part of the workload.
  • Alignment of diaries across large numbers of busy executives and clinical leads is a challenging part of the role.
  • In addition to internal liaison, the EA communicates with stakeholder organisations on a regular basis including the CQC, local MPs, NHS Dorset, NHS England, other NHS Trusts, BPC and Dorset Councils, and other organisations outside of Dorset.
  • Due to changing priorities both locally and nationally, diaries require constant revision.
  • It is important that the post-holder is able to manage this key element of the role.
  • The EA acts as the first point of contact, including managing all incoming mail and email, telephone calls and messages.
  • This will include answering calls from the public and patients who are seeking to speak to the Chief Executive and Chair, including complainants.
  • The post holder will need to develop a close working relationship with the CEO and Chair, agreeing processes and workload management.
  • The role is line managed by the Business Manager to the Chief Executive and Chair who offers professional and day-to-day support and covers the post during periods of annual leave.
  • The EA also is responsible for supporting the monthly Trust Management Group producing minutes and managing the associated action tracker.

FAQs

What is the main purpose of the Executive Assistant role?

The main purpose of the Executive Assistant role is to provide high-quality administration and efficient support to the Chief Executive and Chair.

What are the key responsibilities of the Executive Assistant?

Key responsibilities include managing the diaries of the Chief Executive and Chair, communicating with various stakeholder organizations, managing incoming communications like email and telephone calls, and supporting the monthly Trust Management Group by producing minutes and managing the action tracker.

Who does the Executive Assistant report to?

The Executive Assistant is line managed by the Business Manager to the Chief Executive and Chair, who provides professional and day-to-day support.

Are there any specific organizations the Executive Assistant will communicate with regularly?

Yes, the Executive Assistant will regularly communicate with organizations such as the CQC, local MPs, NHS Dorset, NHS England, other NHS Trusts, BPC, and Dorset Councils, among others.

What qualities are needed for successfully managing the diaries of busy executives?

The ideal candidate should possess excellent organizational skills, adaptability, and the ability to handle changing priorities effectively.

Is there an opportunity to discuss the role before applying?

Yes, interested candidates can arrange a conversation with Julia Yeates, the Business Manager to the Chief Executive & Chair, via email at julia.yeates@uhd.nhs.uk.

What kind of relationship is expected between the Executive Assistant and the CEO/Chair?

The Executive Assistant is expected to develop a close working relationship with the CEO and Chair, agreeing on processes and workload management.

What is the importance of the diary management aspect of the role?

Diary management is crucial as it requires constant revision due to changing priorities both locally and nationally, ensuring effective time management and communication among busy executives.

We are the Royal Bournemouth, Christchurch, and Poole hospitals. And together, we are #TeamUHD

Science & Healthcare
Industry
5001-10,000
Employees
2020
Founded Year

Mission & Purpose

University Hospitals Dorset NHS Foundation Trust offers a range of acute and specialized healthcare services across Dorset. Their mission is to provide high-quality, patient-centered care to improve health outcomes and enhance the well-being of their community. Their purpose is to deliver comprehensive, effective medical services while continuously advancing healthcare standards and patient experiences through innovation and excellence.