Job summary
- Main area
- Executive Assistant Estates & Facilities
- Grade
- NHS AfC: Band 5
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Monday - Friday)
- Job ref
- 276-7863815-AfC
- Employer
- Queen Victoria Hospital NHS Foundation Trust
- Employer type
- NHS
- Site
- Queen Victoria Hospital
- Town
- East Grinstead
- Salary
- £32,073 - £39,043 per annum
- Salary period
- Yearly
- Closing
- 27/04/2026 23:59
Employer heading
Executive Assistant Estates & Facilities
NHS AfC: Band 5
Welcome to Queen Victoria Hospital NHS Foundation Trust and thank you for your interest.
In addition to receiving tertiary referrals from across the South East of England, we have a network of ‘spoke’ sites at district general hospitals enabling our consultants to offer their expertise with routine treatments and consultations as close to patients’ homes as is possible. With the recent addition of video led ‘virtual’ consultations we also enable patients who have some distance to travel to avoid the additional stress and worry of a long journey.
Working at QVH combines the excitement, challenge and career opportunities of many larger organisations with the satisfaction of delivering excellent patient care that really does re-build our patients’ lives.
We also offer attractive benefits such as
- tailored personal development to support career aspirations, including accredited clinical and management development programmes
- flexible working arrangements for a work-life balance that suits you and your needs
- a dedicated reward programme, offering a range of national and local discounts, cashback and tax relief schemes
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Sustainability
At Queen Victoria Hospital we want to be the first Net Zero Hospital in England, and to achieve that wants every member of staff to be a green champion. The way in which the Trust works has a significant impact on the organisation’s carbon footprint and that of our patients. From the heat, light and power supplies within the hospital to avoiding unnecessary patient journeys, the Trust is empowering all staff to create a sustainable health and care environment for future generations. The Trust expects all staff to reuse and recycle more, to use energy and water efficiently, to walk or cycle to work if you can, and to have a focus on sustainability in the workplace.
You can view our Green Plan here: Green Plan - Queen Victoria Hospital (qvh.nhs.uk)
Job overview
We are seeking a keen and enthusiastic person to provide strong secretarial, organisational, administrative and business support within our key Estates & Facilities Department, supporting the Executive Director & Associate Director.
The successful candidate will have a secretarial background with proficient computer skills, excellent minute taking and line management experience. Key skills required are strong verbal and written communication, excellent eye for detail, good time management and an ability to work within a complex environment with demanding workloads and competing priorities.
Main duties of the job
Supervise administrative staff, delegate tasks, monitor performance, and provide training. Conduct appraisals and address performance issues, fostering professional growth within the team
Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues
Researching subjects for Executive Director and Associate Director, using sources from inside and outside of the NHS, as appropriate. Analysing, summarising and presenting the information, which may be complex, in a format that meets their requirements
Taking formal and informal minutes directly for the Director and Associate Director, capturing key points of discussion and managing follow-up actions in a timely manner and to deadlines. Following up on all actions as necessary
Administrating meetings, working groups in all Estates & Facilities disciplines and distributing papers and agendas in a timely manner
Adapt to both predictable routines and unexpected challenges, prioritising effectively to address urgent staff-related issues that arise, ensuring seamless support for Executive Directors
Responding to correspondence in an appropriate manner, drafting replies on behalf of team members as required
Working for our organisation
Rated GOOD overall with outstanding care by the CQC. A specialist NHS hospital providing life-changing reconstructive surgery, burns care and rehabilitation services across the South of England and beyond.
We specialise in conditions of the eyes (corneoplastics), hands, head and neck cancer and skin cancer, reconstructive breast surgery, maxillofacial surgery and prosthetics, providing regional and national services in these areas of clinical expertise. Our world-leading clinical teams also treat more common conditions of the eyes, hands, skin, and teeth for the people of East Grinstead and the surrounding areas. In addition, QVH provides a minor injuries unit, expert therapies, a sleep service, and a growing portfolio of community-based services. Patients consistently rate QVH amongst the top hospitals in the country for quality of care.
Our success is underpinned by the skills and enthusiasm of our staff and a strong culture of partnership. We are fully committed to training and development of the workforce with support for continuing education and learning.
Detailed job description and main responsibilities
· Collating reports, gathering and formatting information from a number of sources
· To work collaboratively with other secretaries and administration assistants to promote effective management of priorities and workflow
· Provide cover for other secretaries and assistants in times of annual leave and sickness absence
· Train new members of staff in systems, contractor procedures and suppliers within the estates team and within executive director’s area of business
· Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data
· Support internal and external audit teams, e.g. HSE, CQC, PAM, ERIC by providing information and files where appropriate
· Work autonomously acting on own initiative to prioritise tasks
· Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner
· Publish and update accurate information on the Trust’s Intranet and website as required in accordance with the relevant Estates policies in collaboration with Responsible Person, Authorised Person in the appropriate discipline
· Proactive in proposing improvements to administrative procedures within the Estates & Facilities team and within Executive Director and Associate Directors’ areas of business implementing changes, involving or advising other members of staff as appropriate
· Maintain core communication databases and contact lists including external contractors
· Establish and maintain electronic filing systems for the prompt retrieval of information
· Maintain absence records for Estates & Facilities employees
· Maintain appraisal and training records on behalf of Directors, prompting where action must be taken
· To undertake any other reasonable duties, responsibilities or projects commensurate with this role as required
Person specification
Qualifications
Essential criteria
- Honours degree or vocational qualification level 6 in secretarial or business administration field or able to demonstrate knowledge within this field through practical experience or training
Desirable criteria
- Executive / Personal Assistant Diploma
Experience
Essential criteria
- Significant admin experience including diary management and minute taking to a high standard
- Relevant experience of working in an administrative support position
Desirable criteria
- Experience of working at a senior level for senior staff such as a Director or group of directors
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Melanie Tranmer
- Job title
- Compliance Manager
- Email address
- [email protected]
If you have problems applying, contact
- Address
-
Holtye Road
East Grinstead
RH19 3DZ
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