EPA for the CSO/DCEO and Director of CCE

This is a role for a highly organised and committed Senior Personal Assistant who will provide direct support to the assigned Executive Director(s)/Senior Lead(s). This role offers the opportunity to be involved in interesting, complex, and high-profile work across the organisation. The successful candidate will be responsible for coordinating and managing multiple pressures to allow the Executive Director/Senior Lead to focus on their priorities and maximise their time delivering against their objectives. They will be a highly motivated, proactive and experienced personal assistant willing to grow their networks and build new relationships to deliver expert support. They will also be a team player, with excellent communication skills, representing the trust values and behaviours at all times.

Main duties of the job

• Supporting the Executive Director(s)/Senior Lead(s) to deliver their various responsibilities across the breadth of their remit.
• Providing a high standard of personal assistance, secretarial and general administrative support.
• Enabling efficient operation of portfolios while maintaining professionalism and confidentiality.
• Effective planning, organisation and communication, including proactive and responsive daily management of diaries, meeting preparation, pre-briefing and follow-up, appropriate responses to emails and phone calls, and other matters as required.
• Using initiative and excellent organisation and presentation skills to respond to project and other preparation and planning tasks as required by the Executive Director(s)/Senior Lead(s).

Job responsibilities

• Part of this fast-paced role will require the post holder to be an effective communication link between a broad range of internal and external stakeholders.
• The post holder will be expected to adopt a flexible approach to suit the variable and developing workload within the corporate areas supported.
• The post holder will be required to work at all Trust main sites, with flexibility to co-locate with Directors/Senior teams as needed in a fluid way throughout the working week.
• The post holder will be required to demonstrate excellent organisational and administrative skills with the ability to work independently using high levels of discretion, judgement and critical analysis while balancing the competing priorities of the Executive Director(s)/Senior Lead(s) that they support.
• Effectively balance the competing demands on the time of the Executive Director/Senior Lead that they support and actively provide highly effective and adaptable administrative support tailored to their needs and portfolio.
• Expertise and commitment to working and engaging constructively with internal and external stakeholders on a range of issues to ensure the effective engagement of the Executive Director/Senior Lead and organisation/trust.
• Present a professional, welcoming and helpful image to staff, other organisations and the public at all times and via all methods of communication.
• Be aware of the complex, potentially contentious and highly sensitive environment in which the Executive Directors and their Senior Leads operate to ensure the effective and appropriate use of their time through prioritising appointments, dealing with matters and actions liaising with staff, both internal and external.
• Nurture key relationships and monitor networks internally and externally.
• Develop and maintain close collaboration and co-operation with the wider Executive Team and their Senior Leads, working at all times to achieve set standards.
• Ensure all communication is dealt with in a timely, efficient manner and that deadlines are met, taking action, where appropriate, in the absence of the Senior Leads.
• Produce correspondence, reports, and complete projects as required to a high standard and to agreed deadlines, with due respect for confidentiality and corporate style.

Person Specification

• Essential Qualifications and Training: Degree or equivalent experience relevant to this post.
• Desirable: PA/EA Diploma. NVQ Level 3 in Business and Administration or similar.
• Essential Previous Experience: Recent substantial experience of working as a PA at Director/Deputy level. Experience of coordinating multiple tasks with competing demands simultaneously. Experience of working to very tight deadlines. Experience of servicing and taking minutes at high level Committee meetings.
• Desirable: Experience of working in a similar role in healthcare. Project management.
• Essential Knowledge & Skills: Advanced knowledge of standard office administrative practices and procedures. Excellent written and verbal communication skills. High level of interpersonal skills and the ability to communicate complex issues and work effectively with a wide range of staff at all levels of seniority. Highly developed problem-solving skills and ability to respond to sudden unexpected demands. Excellent organisational abilities and attention to detail. Familiarity with AI tools used in administrative settings. Ability to adapt to new technologies and champion digital solutions within the team. Strong judgement in balancing automation with the need for human oversight in sensitive or complex matters. Ability to provide and receive sensitive or sometimes contentious information. Skills for communication on complex matters and difficult situations, requiring persuasion and influence. Ability to work under pressure and meet deadlines. Work proactively with a high degree of autonomy and on own initiative. Proficient in the use of the Microsoft suite of products.

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.

Employer details

• Employer name: Lewisham and Greenwich NHS Trust
• Address: University Hospital Lewisham, Lewisham High Street, London, SE13 6LH
• Employer's website: https://www.lewishamandgreenwich.nhs.uk/