Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 4
- Contract
- Permanent
- Hours
- Full time
- Job share
- Job ref
- 166-CS-8522942
- Employer
- Chesterfield Royal Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Chesterfield Royal Hospital
- Town
- Chesterfield
- Salary
- £27,485 - £30,162 per annum pro rata
- Salary period
- Yearly
- Closing
- 27/10/2025 09:00
- Interview date
- 06/11/2025
Employer heading
Executive Personal Assistant
NHS AfC: Band 4
Job overview
We have an exciting opportunity for an Executive Personal Assistant to join our team providing high quality administrative support to our Executive Directors.
The Executive Personal Assistant role provides a great opportunity to support the Executive team in delivering our Trust’s ambitions.
This is a busy and varied role and we are looking for someone who is organised, flexible, proactive and has experience of working with executive / senior leadership teams.
Main duties of the job
You will be the primary point of contact and will manage communications to include face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times.
You will be responsible for complex diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.
You will be required to support high level meetings by producing, collating and distributing agenda’s and you will also attend meetings to ensure high quality minutes and actions are documented.
Working for our organisation
A successful Foundation Trust, Chesterfield Royal has over 4,000 dedicated colleagues serving a community of over 400,000 people in North Derbyshire. In a workplace in which you can proudly be yourself, we won't just focus on your application- who you are, your talent and the potential you'll bring is equally important and we will support you to be the best you can be.
We are a values-led organisation and have embedded our Proud to Care Values: leading with care, openness, integrity and an inclusive culture, at the heart of everything we do, ensuring we provide patients with the best possible care and making our Trust a great place for our people to work. Our ambition is to provide consistently exceptional care for our patients and to achieve an “Outstanding” rating with the CQC and we developed our Royal Academy of Improvement, to ensure everyone can find the help and support they need to drive improvements.
We are firmly rooted in the founding principles of the NHS, and we have built on this through our "Leading the Chesterfield Way" framework. We know people have a life and responsibilities outside of work and offer flexibility and a raft of support to care for your physical and mental well-being
Detailed job description and main responsibilities
• To ensure the management of office support and incoming enquiries, including taking independent action where appropriate to resolve administrative matters and those not requiring specialist expertise.
• To provide direct support in handling and managing communication including face to face, e-mail and written correspondence with both internal and external staff, organisations and members of the public, ensuring a high level of professionalism and confidentiality at all times.
• Act as a focal point for all enquiries. Screening callers (both on the telephone and in person), answering routine queries, taking messages and referring matters to an alternative source where appropriate.
• To direct queries to the most appropriate member of the Executive Director’s team depending on the nature of the enquiry. To direct incoming mail to the appropriate member of the Executive Director’s team depending on its contents.
• To be responsible for diary management; balancing pressures and competing priorities, making arrangements for meetings, dissemination of information, room bookings, refreshments, organisation of venues and appropriate travel arrangements.
• Provide a high level of flexibility to balance competing priorities and the high demands on an ever-changing environment and unpredictable work pattern.
• Demonstrate excellent organisation skills and the ability to resolve problems using own judgement and utilise team working when necessary.
• Produce documents using a variety of software packages.
• Collate and prepare agendas and supporting papers. Attending meetings for producing minutes and action monitoring for high level meetings aligned with the Trust and Derbyshire Integrated Care System.
• Compose, type and send out routine letters with and without Executive approval, and prepare more complex correspondence for approval.
• Combine material, often of a specialised and technical nature, from a number of different sources to produce written reports with discretion on presentation format. Collating and analysing information as required.
• To develop, manage and ensure the effective maintenance of electronic and manual filing and record keeping systems.
• Devise and implement systems to ensure adherence to deadlines are met.
• To ensure courteous, effective and efficient organisation of and support to visitors, including ensuring booking of rooms and refreshments where necessary.
• Work flexibly to provide cover and support across the executive admin team.
• Undertake formal Loggist training and participate on a Loggist rota as required.
• To recognise the importance, sensitivity and confidentiality of issues at all times, thereby acting using the upmost discretion.
• Use the TRAC system to support recruitment processes, support arrangement of stakeholder panels and form part of interview panels if required.
• Undertake any other reasonable tasks as specified by the Executive Office Manager
Person specification
Qualitifcation and Training
Essential criteria
- • Professional secretarial/admin qualifications at NVQ level 3 or equivalent
- • GCSE or equivalent qualifications in Maths and English
- • European computer driving licence or equivalent word processing qualification or equivalent experience
- • Advanced knowledge of IT systems
Desirable criteria
- Incident loggist training
- Evidence of ongoing professional development / training
Experience
Essential criteria
- • Experience of providing PA support to executives /senior leaders
- • Experience of diary management
- • Experience of meeting facilitation and minute taking
- • Experience of planning and organising in a busy and demanding work environment
Desirable criteria
- • Experience of working in a healthcare environment
Skills and Knowledge
Essential criteria
- • Able to prioritise and plan the workload flows in a busy environment and to tight deadlines, delegating where appropriate and using own judgement to refer or escalate issues when necessary
- • Able to demonstrate good office management skills including reviewing and setting up systems
- • Excellent verbal and written communication skills
- • Able to establish and maintain effective working relationships at all levels of the organisation and external contacts
Personal Attributes
Essential criteria
- • Self-motivated, proactive and innovative
- • Ability to work on own initiative
- • Ability to work flexibly
- • Excellent personal organisation
- Demontrates Trust Values Compassion, Ambition, Respect, Encouragement
Employer certification / accreditation badges
Documents to download
Further details / informal visits contact
- Name
- Helen Cooke
- Job title
- Executive Office Manager
- Email address
- [email protected]
- Telephone number
- 01246 513081
- Additional information
We encourage contact from candidates who would like to understand more about the team and the role before they decide to apply and to support them in the application and selection process. We would also be happy arrange a phone call or an informal visit in to the department.
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