Executive Assistant

Job Overview

The role is responsible for overseeing and managing the Executive Director’s meetings both internally and externally including the coordination of the forward planner, agendas, papers and taking accurate minutes. The Executive Assistant also monitors and supports junior admin staff within the directorates as required, especially when new in post, and deputises for other Executive PAs to cover holiday, sickness etc. including for the Chief Executive. You will also possess exemplary written and communication skills. The post holder must be educated to Degree level or equivalent relevant and substantial experience in working as a PA to director/senior level role) . You must have evidence of further education degree/diploma level or equivalent relevant experience.

This is full time post working 37.5 hours per week.

Shortlisted candidates will be required to undertake an assessment as part of the process on the morning of 18th December 2025.

Interviews will take place on 18th December 2025.

For further details / informal discussion / informal visit please contact: Gillian Henry on [email protected].

Main duties of the job

The Executive Assistant provides a high-level administrative position which provides direct support to the Chief Nurse.

The role works in order to help execute the organisation’s goals. The position supports the Executive Director’s work with the Board of Directors and Executive Board teams, Divisional and Directorate teams and external organisations. The role is instrumental in assessing and implementing Executive systems of reporting and administration. The role requires an advanced understanding of the Executive’s portfolios e.g. serious Incidents, divisional operations, professional registration, recovery, clinical governance, and other complex areas commensurate with the roles of the Chief Nurse.

Working for our organisation

Job Flexibility

The post holder will be required to work flexibly, providing assistance as and when necessary, which may involve them in a developing role.

Working Relationships

The working relationship between all members of staff should be mutually supportive, with staff deputising and covering for each other when appropriate.

Detailed Job Description And Main Responsibilities

• Act as the first point of contact for the Chief Nurse including managing/screening calls, emails, correspondence and visitors.
• Filter and prioritise Executive’s workload and redirect as appropriate to other team members.
• Review complex information as it arrives, summarise and bring to Executive Director’s attention when necessary.
• Responsible for dealing with issues when appropriate on behalf of the Chief Nurse including assessing issues, problem solving and negotiating solutions.
• Ensure plans are in place to deliver reports for statutory deadlines and committee cycles for the Executive Director and all their reports.
  
  

Person specification

Qualifications

Essential criteria

• Educated to Degree level or equivalent relevant experience
• Evidence of further education degree/diploma level or equivalent relevant experience
  
  

Skills, Knowledge & Abilities

Essential criteria

• Ability to draft complex and sensitive correspondence on behalf of the Executive Directors
• Excellent communication skills - Non-Verbal -report writing skills
• Excellent communication skills - Verbal
• Excellent Prioritisation Skills
• Ability to assess complex information to elicit key factual information to be recorded and reported on
• Ability to effectively organise diary management and resolve conflicting commitments
  
  

Desirable criteria

• A comprehensive understanding of the structure of the NHS and the role of CCGs and CCBs
  
  

Experience

Essential criteria

• Extensive years of PA experience at director/senior level including substantial experience working either in the NHS or a large complex multi-sited organisation
• Experience of full diary management and problem solving
• Experience of working independently on non routine matters and exercising judgement and decision making skills across the work area
• Ability to take high quality minutes at senior meetings and produce accurate and succinct records of discussion.
• Experience of full diary management and problem solving
• Experience of project, events or conference management
• Experience of project support
• Monitoring of a budget
• Experience of producing reports and statistical data for senior management
• Experience of the delivery of objectives and priorities within a constantly changing environment
• Experience dealing with people at all levels including external agencies, stakeholders and partners
• Evidence of robust decision making with an ability to act on own initiative and independently
  
  

Desirable criteria

• Understanding of the current issues facing NHS Trusts
• Line management or supervisory experience
• Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives