Executive personal assistant to the chief executive

An exciting opportunity has arisen in the Trust Executive office for a Band 5 Executive Personal Assistant on a permanent basis. This is a role for a highly organised and committed personal assistant who will provide support to the Chief Executive. The postholder will need to be a team player, with strong communication skills and be able to undertake extensive diary management. To provide full secretarial and administrative support to the Chief Executive. To contribute to the smooth running of the Trust offices, including providing temporary cover for other Executive Directors’ Personal Assistants as part of a collaborative EPA team. Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations: 1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development 2. Widening access (anchor institution) and employability 3. Improving the experience of staff with disability 4. Improving the EDI literacy and confidence of trust staff through training and development 5. Making equalities mainstream Co-ordinate and plan the CEO’s activities and resolve complex and conflicting commitments on a daily basis. To manage the diary of the CEO dealing confidently with staff at all levels both internally and externally using independent judgement to make necessary revisions. To deal with incoming correspondence (written and email) received within corporate offices on a daily basis To arrange and service meetings, including hospitality, ensuring agendas and associated papers are disseminated in a timely manner ahead of meetings. To attend meetings as requested, producing minutes and disseminating information as necessary To type and draft where appropriate, correspondence and other documents as required, checking all typing for accuracy, spelling and grammar before it is sent To monitor stock levels of stationery and equipment and order as required To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms. To ensure that efficient and effective systems of communication and office practices, such as filing, are established and maintained, both in paper and electronic form. To be responsible for updating attendances for staff and making necessary changes when staff change their hours of work, annual leave and other absences. To maintain an effective ‘Bring Forward’ system To ensure that confidentiality of information, both oral and written, is maintained at all time. To work closely with the other Executive Director Personal Assistants to assist the smooth running of the secretarial and administrative provision including providing cover as necessary To represent the CEO and Trust in a professional manner at all times. To undertake delegated projects or assignments and prepare reports arising from these On behalf of the Director, carry out research/fact finding work to inform current issues/projects. To maintain effective Electronic Rostering on behalf of the CEO as requested – to include sickness, annual leave and compassionate leave for the CEO and direct reports. To apply discretion and sensitivity when dealing with concerns received from staff, patients or other stakeholder groups referring these on to the relevant individual(s) within the Trust. Responsible for monitoring stock levels, ordering and maintaining office supplies/equipment, placing Requisitions orders on SBS receipting them and making payments when appropriate Dealing with any issues that arise in the absence of the CEO, filtering what’s based on importance. Responsible for organising interviews, induction, ID and Login details for new members of Executive team. To liaise with other Trust divisions and services as needed. To support the CEO and Executive Directors by placing purchase requisitions on Trust systems in line with the Trust’s SFIs/SOs