Executive Assistant

• Provide comprehensive administrative support, managing a range of routine tasks and some moderately complex activities within defined procedures.
• Complete administrative tasks such as data entry, document production, meeting preparation, filing systems maintenance, and correspondence handling with accuracy and minimal checking required.
• Support the organisation of schedules, appointments, and service workflows, seeking guidance for non‑routine issues when necessary.
• Prepare reports, spreadsheets, and documents based on established templates or guidance, ensuring accuracy and professionalism.

Information & Records Management

• Maintain, update, and organise records and data systems in line with organisational and NHS procedures.
• Identify basic data inconsistencies and escalation issues appropriately.
• Support data collection, simple analysis, and the preparation of information for audits or monitoring activities under direction from the Specialist Administrator or Manager.
• Ensure secure handling and storage of information, following GDPR, confidentiality, and governance standards.

Communication, Coordination & Service Support

• Act as a professional and reliable first point of contact for internal and external enquiries, including patients, colleagues, and partner organisations.
• Respond to enquiries with confidence, using judgement to resolve routine matters and referring more complex or specialist queries appropriately.
• Support effective communication within the team by circulating information, following up on actions, and ensuring accurate message handling.
• Demonstrate strong customer service skills, with sensitivity to patient needs and service user experience.

Confidentiality, Compliance & Governance

• Work in full compliance with organisational and NHS policies, carrying out tasks in line with established processes and governance frameworks.
• Recognise when issues fall outside role boundaries and escalated appropriately
• Maintain high standards of accuracy and adherence to confidentiality, ensuring safe handling of sensitive information.
• Work collaboratively with colleagues, supporting team objectives and contributing to a positive, professional working environment.
• Assist in guiding and supporting less experienced administrators (e.g., entry‑level roles or new starters) by sharing knowledge and demonstrating good practice.
• Prioritise workload effectively, working without close supervision but within clear parameters and defined tasks.
• Participate in service improvement activities, offering suggestions to improve administrative processes, while recognising limits of own authority and seeking approval before implementing changes.

Executive Support & Diary Management

• Manage executive diaries, appointments, and scheduling to support effective time management.
• Manage and prioritise correspondence, calls, and communications.
• Provide timely reminders and follow-up support to ensure deadlines are met.
• Support the Executive Assistant with day-to-day coordination and administrative tasks.

Corporate Meetings & Governance Administration

• Coordinate the scheduling and logistics of corporate meetings.
• Prepare and distribute agendas, papers, and meeting packs.
• Produce accurate minutes and track actions to support follow-up and accountability.
• Maintain governance documentation in line with organisational standards.

Stakeholder Engagement & Information Management

• Maintain accurate and up‑to‑date stakeholder and contact records.
• Liaise with internal and external stakeholders, including in the absence of the Executive Assistant.
• Coordinate content for internal communications such as website and newsletters.
• Act as a link between senior leaders and IT teams to support information sharing.

Operational & Research Support

• Conduct research and prepare briefings to support decision‑making.
• Assist in the preparation of reports, presentations, and correspondence.
• Provide logistical and coordination support for events and key activities.
• Ensure documentation is accurate, well‑organised, and accessible.

Person Specification

Qualifications

• Minimum of five GCSEs A to C including minimum grade C in English. Essential
• NVQ Level 4 in Business Administration or experience of working as a senior administrative support to a senior manager or Executive. Desirable

Experience

• Experience supporting an Executive Director, CEO or similarly senior leader. Essential
• Experience preparing, collating and quality‑checking papers, agendas, action logs and correspondence. Essential
• Experience handling confidential and sensitive information with tact, discretion and emotional intelligence. Essential
• Strong experience using Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams. Essential
• Experience minute‑taking or capturing decisions, actions and key discussion points in senior meetings. Essential
• Experience working in an organisation undergoing growth, service change or operational development. Desirable
• Experience supporting more than one senior stakeholder while maintaining clarity of priorities. Desirable

Skills & Knowledge

• Comfortable working at pace while maintaining quality. Essential
• Comfortable being office based and helping create visible, reliable executive presence. Essential
• Strong organisational skills with the ability to manage own workload within defined procedures Essential
• Ability to follow established policies, guidance, and processes reliably Essential
• Good written and verbal communication skills Essential
• Confident in responding to routine enquiries and knowing when to escalated appropriately Essential
• Competent IT skills including Microsoft Office (Word, Excel, Outlook) and data systems Essential
• Ability to prepare basic reports, spreadsheets, and documents independently Essential
• Ability to work effectively as part of a team and contribute to team priorities Essential
• Understanding of confidentiality, GDPR, and safe information governance practices Essential
• Understanding of customer service principles Essential
• Comfortable supporting new or less experienced colleagues Desirable
• Awareness of the role of administrative governance in a healthcare or organisational setting Desirable
• Knowledge of NHS systems, processes, or terminology Desirable
• Accurate data entry and strong attention to detail Desirable
• Professional, polite, and approachable manner Essential
• Commitment to teamwork and supporting others Essential
• Maintains calm and professionalism when dealing with enquiries or busy periods Essential
• Positive attitude toward learning, improvement, and service quality Essential
• Willingness to undertake training and development related to the role Essential
• Flexible approach to meeting service needs Essential
• Ability to maintain high accuracy and confidentiality at all times Essential
• Demonstrates reliability, responsibility, and a proactive approach to tasks Essential
• Ability to work without close supervision while knowing when to seek guidance Essential

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