Executive Assistant to the DCEO

A job share opportunity has arisen to provide a comprehensive Executive Assistant and Personal Assistant service to the Deputy Chief Executive for three days a week. We are looking for an enthusiastic and motivated individual, with excellent communication and organisational skills, to join our admin team to ensure the smooth running of the Deputy Chief Executive Office and effective internal and external liaison to contribute to the successful running of the Trust as a whole.

The job share position will provide full support to the Deputy Chief Executive and to the Head of Deputy Chief Executive Office when required.

The Executive Assistant is a pivotal role with the DCEO. The post holder is responsible for providing high quality, efficient and proactive diary management, and high-level administrative and secretarial support to the Deputy Chief Executive to enable them to fulfil their role effectively.

The post holder will be a key point of contact for the Deputy Chief Executive, and must be highly organised and proactive in approach, able to work effectively under pressure and at pace, and able to work in a collegiate and positive way with staff at all levels. The post holder will be required to work alongside the other job share holder to ensure the smooth running of the Deputy Chief Executive Office.

The ideal candidate will be able to communicate effectively and manage a varied workload to a high standard. They will be highly proactive and personable, with the ability to work independently and part of a wider team. This is an excellent opportunity for those with excellent diary management experience.


The role will include:

• Complex diary management to ensure that the Deputy Chief Executive’s time is used strategically and efficiently


• Planning and arranging corporate meetings and events with internal and external stakeholders, and working collaboratively with colleagues


• Maintaining an effective administrative system within the Deputy Chief Executive’s Private Office


• The post holder will be required to exercise independent judgement and initiative when dealing with queries, and will also be expected to work with minimum supervision. They must act in a professional manner at all times, and maintain confidentiality.

The Deputy Chief Executive has a wide portfolio of programmes and deliverables including the development, implementation, delivery and monitoring of Trust wide programmes. This includes the Trust Operating Model and the recent merger with The Royal Brompton and

Harefield NHS Trust, Innovation, Improvement and Commercial work streams, Trust Major Programmes and initiatives, as well as corporate responsibilities expected of the Deputy Chief Executive in supporting the operations and strategic ambitions of the Trust.

• Proactively and strategically manage the diary of the Deputy Chief Executive by ensuring there are no clashes, prioritising appointments appropriately so the Deputy Chief Executive is able to utilise their

time effectively.

• Ensure diary invitations and relevant papers for meetings are circulated and prepared in a timely manner


• Organise all travel arrangements, room bookings for the Deputy Chief Executive


• Preparing agendas and taking minutes, producing these to a high standard and in a timely

manner.

• Support the DCEO with maintaining an effective and central filing

system for all incoming and outgoing correspondence from the Deputy Chief Executive Office

• Receive and process complex and sensitive information in a strictly confidential and professional manner, monitoring action to ensure completion is satisfactory.


• Determine the appropriate handling for incoming and outgoing communication by exercising the highest levels of skill and judgement.


• Monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory