Executive Assistant in Warwick

Sponsorship for this role is not available.

The Executive Assistant plays a central role within the company, acting as a trusted partner to the Chief Executive and providing high-level support that enables effective strategic leadership. This is more than a traditional administrative role; you will help create the capacity, focus and coordination that allows the CEO to drive organisational priorities and deliver positive outcomes for NHS organisations and local communities.

Working closely with the Chair, Board Directors and Company Secretary, you will support the Board and its Committees, ensuring effective governance, efficient decision-making and smooth management of competing priorities. You will build strong relationships across the company, the Trust and external partner organisations, acting as a key link between senior leaders and stakeholders.

This role is suited to an individual who thrives in a fast-paced environment. You will be trusted to anticipate challenges, exercise sound judgement, manage sensitive information with discretion and ensure leaders have the information and support needed to make informed decisions.

The role offers hybrid working, with a minimum of three days per week based in our Warwick office to support collaboration and relationship building. This is an excellent opportunity for an experienced Executive Assistant seeking to contribute directly to organisational success while gaining exposure to strategic leadership at the highest level.

Main duties of the job

About Us

SWFT Clinical Services is a wholly owned subsidiary of South Warwickshire University NHS Foundation Trust (SWFT), delivering high-quality services that support healthcare organisations, patients and local communities across the region.

Our services include outpatient pharmacy provision across Warwick, Stratford, George Eliot, University Hospital Coventry and Warwickshire, and St Cross Hospitals; Estates and Facilities management services; private patient services; and specialist consultancy support to NHS organisations. Together, these services help deliver safe, effective and sustainable healthcare.

We value the contribution of our colleagues and offer a competitive reward package, including an annual discretionary bonus linked to Company and individual performance and a Company pension scheme with a 5% employer contribution.

Following successful completion of a four‑month probationary period, employees gain access to a comprehensive benefits package that supports financial wellbeing, work‑life balance and personal development. Colleagues also have access to a confidential Employee Assistance Programme, available 24 hours a day, 365 days a year.

Joining SWFT Clinical Services means becoming part of an ambitious, values‑driven organisation with strong NHS foundations and a commitment to delivering services that make a positive difference to patients, healthcare organisations and local communities every day.

Pay scheme

Salary

£35,234.30 to £40,288 a year

per annum

Contract

Permanent

Working pattern

Full-time

Reference number

203‑SWFTCS300

Job locations

Warwick Hospital

Warwick

CV34 5BW

United Kingdom

Job Description

• Effective executive time management: Anticipate the Chief Executives needs and manage their diary, meetings, calls and travel, coordinating priorities and resolving changes and clashes. Manage the Chairs calendar and availability and provide administrative support to other Directors as required
• Responsive executive communication: Act as the first point of contact between the Chief Executive and internal and external stakeholders. Manage correspondence, draft letters and handle routine queries with minimal supervision, coordinating information flows with the leadership team and exercising discretion.
• Well-prepared meetings and completed actions: Prepare agendas and briefing materials, coordinate contributors reports and ensure the Chief Executive is prepared for engagements. Attend meetings, take minutes, maintain action registers and databases, produce progress reports and follow up outstanding actions.
• Coordinated Board and Committee administration: Support the Company Secretary with venues, agendas, papers and report formatting and pursue actions after meetings. Maintain the meeting calendar and schedules of business and support completion of Director and Non-Executive Director appraisals.
• Complete governance declarations and records: Oversee annual declarations of Directors interests and gifts and hospitality, together with corresponding staff declarations. Organise and maintain sensitive files, documents and reports, manage staff leave records and respond to Freedom of Information requests
• Clear executive reporting and internal communications: Prepare executive summaries, presentations and reports for leadership meetings, Board reviews and company communications. Support team briefings and newsletters and work with the Executive Leadership Team to prioritise the Chief Executives workload around key initiatives, communications and special projects.
• Organised meetings and events: Manage the client room booking system and coordinate meetings and events, including invitations, venues and speaker arrangements.
• Effective business support: Support the Chief Executive with purchasing and procurement of goods and services in accordance with financial guidelines. Assist with marketing and business development, including recruitment and promotional activities, and provide short-term cover for colleagues during leave.
• Safe working and continued improvement: Follow health and safety requirements, participate in appraisal and development and work towards set objectives. Use feedback and learning from incidents to improve team processes and customer care.

Person Specification

Qualifications

• GCSE grade A to C in English and Maths

Experience

• Confidence to work autonomously, anticipate priorities and manage competing demands
• Excellent organisational skills and attention to detail, with the ability to anticipate executive needs and prioritise competing tasks.

Desirable

• Experience within the NHS, wider public sector or another large and complex organisation, combined with a commercially aware, agile approach.

Skills

• Proficiency in Microsoft Office, particularly Outlook and Teams, and the ability to learn new tools and software quickly.
• Strong verbal and written communication skills and a high standard of written English.
• Experience managing confidential information with discretion and professionalism.
• Experience of supporting Boards, Committees or Senior Governance meetings.
• Problem-solving skills and the ability to work effectively under pressure
• A proactive, resourceful and flexible approach, with high energy, initiative and confidence to progress tasks and queries
• Strong interpersonal/stakeholder management skills and the ability to collaborate effectively with senior leaders and colleagues

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

Employer details

SWFT Clinical Services Ltd

Warwick Hospital

Warwick

CV34 5BW

United Kingdom

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)