Executive Assistant to Leadership Team
| Posting date: | 16 June 2025 |
|---|---|
| Salary: | £29,970.00 to £36,483.00 per year |
| Additional salary information: | £29970.00 - £36483.00 a year |
| Hours: | Full time |
| Closing date: | 30 June 2025 |
| Location: | Newcastle upon Tyne, NE15 8NY |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | G9914-25-0146 |
Summary
Provide an Executive Assistant service to members of the NHSBSA Leadership Team (LT). Working as a network of executive assistants the duties will include the provision of high-level support activities to the LT members, contributing to the prioritization of their workload and acting in their absence within defined levels of delegated responsibility. This may include dealing directly with issues and enquiries which encompass a full range of directorate activities and an initial assessment of preliminary impact on senior management teams. A high standard of English is required together with excellent keyboard and IT skills. In this role, you are accountable for: 1. Provides an Executive Assistant service to members of the LT. 2. Responsible for planning, managing and maintaining LT members diaries, prioritizing elements of their workload, arranging appointments, and advising of future events. 3. Responsible for planning and timetabling the preparatory work for high level meetings of the LT members, eg LT meetings and other Boards/Committees. Providing the necessary documentation and briefings according to timescales. 4. Responsible for the preparation and circulation of agendas, attending and contributing to meetings, taking and reviewing minutes and follow up of actions as appropriate. 5. Responsible for the planning and prioritization of own workload (including project work) to meet agreed timescales objectives and that of the LT members objectives and directorate activities. Working as part of a network of colleagues to support the delivery of overall LT objectives by planning and prioritising their diaries and commitments to fullfil LT commitments 6. Makes and responds to telephone calls as required, exercising tact, discretion, independent judgement and initiative. Supplies confidential and sensitive information on behalf of LT members where appropriate and confirms, in writing, where necessary. The role requires a marked degree of confidentiality, discretion and tact. The postholder handles significant quantities of sensitive and personal information. An understanding of the principles of Data Protection Act and Freedom of Information Act. 7. Prepares draft letters, memos and other papers from brief notes on minimal instructions and signing on behalf the LT members, in their absence. The postholder has a delegated authority to respond on the LT members behalf within defined levels of responsibility. 8. Prepares letters, reports, agendas, minutes, statistics and other similar documents using typing skills and a variety of software packages. 9. Co-ordinates routine items of incoming and outgoing mail, collates incoming mail with previous correspondence and is responsible for monitoring and following up procedures as required. Uses own initiative to make decisions on responses using pre-agreed protocols. 10. Develops and maintains an efficient comprehensive electronic filing system and undertakes continuous improvement of office information systems and procedures to ensure efficient and effective service for LT members within the relevant directorate. 11. In the absence of the LT members, acts on own initiative within defined parameters of delegated responsibility to progress matters via other members of the Senior Management. This can mean making decisions regarding priorities to progress work or deal with issues on behalf of the LT until they can be brought to their attention. 12. Undertakes research information through the internet and other publications. Ensure that necessary information and literature has been sourced and circulated where required. 13. Prepares requisitions and processes invoices as requested and responsible for an authorised signatory value of £5k. Compliance with Standing Orders and Standing Financial Instruction whilst undertaking these duties. 14. As part of team provides cover during periods of holidays and absence for other LT executive assistants/admin support within their directorate and the Chief Executives Assistant when required. 15. General office duties such as photocopying and preparing information, utilizing relevant software applications where required, including scanning documents. 16. Working with your manager to develop your annual personal development plan and pro-actively undertake own personal development applicable to role. 17. Will support and participate in the duties of the NHSBSAs Executive Assistant Network by communicating, delivering best practice, and continuing professional development.