Executive Personal Assistant 

Job Type: Temporary

Sector: Healthcare

Duration: Until March 2026, potential to extend  

Location: North West of Central London

Hybrid Working: Potential to be hybrid, with a minimum of 2 days a week in the office

Remote Working: Not permitted

Pay Rates:  £15ph - £22.85 PAYE Inclusive of Holiday Pay depending on level of skill and experience 

Working Days and Hours: Monday to Friday, 9am-5pm, 37.5 hours per week

Job Summary: 

The postholder will be a key member of the Executive support team, enabling the executive team to function effectively.  The postholder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professionalism and ethical standards at all times. The postholder will be a key member of the Executive support team and will undertake corporate tasks and responsibilities in accordance with the grade and nature of the post. This will include full meeting facilitation of Committees and meetings of the Trust, a business support function including tracking of key objectives and specific project work.

Duties: 

• Provide a fully comprehensive range of secretarial and administrative services to Executive Directors and associated deputies as required.
• Support assigned executives to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively
• Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management
• Management of all incoming emails, correspondence and telephone calls using a high level of resourcefulness, taking the initiative to re-route and/ or respond to urgent requests as necessary, dealing with complex and sensitive information appropriately.
• Composing confidential, sensitive or contentious letters and emails on behalf of Executive Directors. Utilising an effective bring forward system to provide documents and briefing materials in a timely manner.
• Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director, enabling them to work efficiently and effectively. This will include arranging meetings and events both internally and externally, including booking travel and accommodation.
• Coordinate meetings, workshops and events on behalf of the Executive Director, including organisation of agendas, speakers, venues, refreshments, delegates etc.
• To manage the Coordination of high level Committees and meetings of the Trust attending these meetings / committees to produce comprehensive and accurate minutes, actions trackers and chasing actions for completion transcribing and disseminating information within the required timescales. 
• To be responsible for meeting facilitation and preparation both internally and externally and with external partnerships – drafting agenda and obtaining all relevant and required information, booking rooms and equipment.
• Monitor and tracking risks and issues tracking mechanism and its proactive resolution and escalation processes

Business support  

• Lead tracking for key strategic priorities as requested by executive director
• Highlight risks and issues related to progress of key strategic priorities
• Contribute to development of mitigations where key strategic priorities are going off track
• Responsible for the development and maintenance of databases required for regular reports

Communications

• Produce a high standard of word processed documents, including formal notes to produce corporate records which may be utilised at a later date.
• Ensure good customer care practice is followed in response to telephone enquiries or personal contact this may include acting as a filter for all incoming calls, exercising tact and discretion where necessary and signposting to appropriate colleagues or services if required Planning and organising
• Ability to manage a number of diverse tasks simultaneously, maintaining an effective service when faced with conflicting priorities.
• Establish and develop positive relationships with all relevant internal and external stakeholders and demonstrate a customer-focused ethos.
• Provide leadership to the Executive support apprentice, actively supporting their development in relevant areas and integration into the team
• Actively contribute to the Organisation’s values and behaviours ensuring that relevant processes are open and transparent and encourage the confidence of staff, patients, the public and other agencies.

Responsibilities for Physical and / or Financial Resources 

• To have delegated authority in respect of budget for stationery ordering for Trust Headquarters
• To use appropriate judgement in respect of costs related to venue and accommodation booking for the Executive Directors

Responsibilities for data and information resources 

• Specialist knowledge of the importance and requirements around the Data Protection Act and Freedom to Act.
• To take and transcribe minutes of meetings as required
• To assemble and type documents in the corporate style on word processing systems, to include correspondence, reports, spreadsheets, databases, minutes and presentations.
• To assist in the production of Reports, ensuring accurate index and reference pages.
• To identify and flag actions found on minutes produced by you and by others from meetings

Experience

• Working within a healthcare environment 
• Minute taking 
• Extensive diary management experience 
• Comprehensive expertise, working at Board level for an NHS Organisation
• Experience of handling confidential information
• Significant experience of working in a fast-paced office environment where prioritising workload was an essential part of your daily routine

Skills/Abilities

• Ability to seek, analyse and evaluate information
• Excellent organisational skills and ability to manage workloads and resolve conflicting priorities
• Excellent communication and interpersonal skills
• Ability to work unsupervised, on own initiative, to meet challenging deadlines
• Ability to display tact, diplomacy and discretion when relaying sensitive information
• Ability to produce accurate, high-quality reports, correspondence, presentations or briefings requiring attention to detail at all times
• Flexible, responsive approach to work
• Problem solving skills with ability to act on decisions
• Skills for nurturing key relationships and maintaining networks.

Personal Qualities

• Able to work under pressure and to plan and prioritize workload effectively.
• Professional and reputation for integrity.
• Flexible and supportive work colleague.
• Tenacity and resilience.
• Hard working and reliable.