NHS
Executive Assistant
This job is now closed
Job Description
- Req#: B0425-25-0000?language=en&page=198&sort=publicationDateDesc
- Managing the CEOs diary, correspondence, and administrative tasks to enable effective leadership.
- Supporting corporate governance by liaising with the Board of Trustees, Committee Advisers, and external agencies.
- Handling confidential reports, preparing board meeting agendas, producing high quality minutes, and chasing follow-up actions.
- Overseeing key compliance systems, including the Vantage Sentinel System (Complaints, Policies & Procedures).
- Assisting with risk management and maintaining accurate records in line with policies.
- Organising staff recognition events and ensuring high standards of administration across the organisation.
- Annual Leave - An equivalent to our generous holiday entitlement starting at 27 days per year plus bank holidays. This increases with service
- Healthcare Access to a contributory health plan for you and family members, covering a range of benefits including eyecare and physiotherapy
- Employee Assistance Programme (EAP) - Access to free and confidential Virtual GP Advice, Counselling and Legal Support
- Continuation of existing NHS Pension Scheme Membership And recognition of reckonable service for certain benefits
- Generous Pension With 7.5% employer contribution for staff not in the NHS pension scheme
- Life Assurance Scheme - Should the worst happen while you're working with us, your loved ones will receive a lump sum payment equal to two times your salary (or the NHS Life Assurance Scheme if applicable)
- Subsidised food - Our catering staff provide a range of high-quality meals at low prices for all staff members when on site at the Hospice
- Staff discount - In all our community charity shops and eligibility for the Blue Light Card discount scheme
- Proven experience as a PA or Executive Assistant at a senior level.
- A relevant qualification in business administration, executive support, or a related field.
- Excellent communication, problem-solving, and organisational skills.
- Strong attention to detail and ability to handle confidential information with discretion.
- Advanced MS Office skills and experience managing databases or governance systems.
- The ability to act on your own initiative and manage multiple priorities effectively
- Proven experience as a PA or Executive Assistant at a senior level.
- A relevant qualification in business administration, executive support, or a related field.
- Excellent communication, problem-solving, and organisational skills.
- Strong attention to detail and ability to handle confidential information with discretion.
- Advanced MS Office skills and experience managing databases or governance systems.
- The ability to act on your own initiative and manage multiple priorities effectively
Job summary
We are looking for a highly skilled Executive Assistant to support the Chief Executive in ensuring the efficient operation of the CEO's office and upholding strong corporate governance standards across the Hospice and its subsidiaries.
Main duties of the job
As the Executive Assistant, you will be at the heart of the organisation, supporting the Chief Executive, Trustees and the Senior Management Team. Your role will include:
About us
We are an independent local charity based in Bosham, Chichester offering a wide range of services to support our patients, and their loved ones, who are living with a life limiting or terminal illness. The work we do makes a real difference to the lives of local people and we support over 330 patients at any one time.
We what offer you:
Date posted
28 February 2025
Pay scheme
Other
Salary
£30,131 to £36,545 a year
Contract
Permanent
Working pattern
Full-time, Part-time, Flexible working, Compressed hours
Reference number
B0425-25-0000
Job locations
St. Wilfrids Hospice
Walton Lane
Bosham
Chichester
West Sussex
PO18 8QB
Job descriptionJob description
Job responsibilities
JOB PURPOSE
To provide the Chief Executive with comprehensive and efficient administrative support to enable effective management and leadership of the organisation.
To provide administrative support to other members of the Management Team and Trustees as required.
To support maintenance of high standards of corporate governance in the Hospice company and its subsidiaries.
KEY ACCOUNTABILITIES & RESPONSIBILITIES
Promoting the St Wilfrids culture of excellence in patient and people care.
Providing full secretarial/PA service to the CEO.
Managing the CEOs diary to ensure smooth co-ordination and best use of time.
Takes responsibility for day to day decision making with regard to prioritising and resolution of issues within the Chief Executives office, referring for guidance only when necessary.
Scheduling all corporate governance activity and a wide range of other meetings, to include venue booking, drafting agendas, preparation and circulation of associated papers, minute taking and follow up actions.
Communication with and provision of secretarial support to the Board of Trustees.
Providing administrative support to other Senior Management Team members as required.
Processing correspondence and preparing reports, forms and other documentation.
Developing and continuously improving office administrative processes and systems for the CEO and other Senior Management Team members as required.
Contributing to reporting progress towards meeting relevant strategic and operational goals.
Planning, organising and hosting when required specific events for the CEO and Senior Managers.
Ensuring that high standards of confidentiality, accuracy and time bound delivery are consistently applied.
Using databases, spread-sheets, presentation software and other electronic systems to a high level, and assisting others as requested.
Acting as the Asset owner of the Vantage Sentinel System, and specifically overseeing the Complaints, and Policies and Procedures modules, ensuring appropriate action is taken as detailed in relevant policies.
Supporting the CEO in the management of the Risk Register.
Leading the administration of correspondence in relation to legacies, referring to the Director of Finance and Gifts in Wills Officer when required.
Liaising with external agencies and bodies, as required.
Liaising with teams and individuals across the Hospice, as required.
Participating in or leading as required in working groups.
Assisting with cover for general office functions when required.
Overseeing staff recognition events and their administration.
Contributing towards ensuring that the Hospices exposure to risk is minimised through safe practice and awareness of health and safety and infection control.
Challenging the department / service to make continuous improvement.
Communicating clearly and regularly with their Line manager and colleagues.
Stretching and developing the capability of the team through rigorous application of performance management.
Providing development training and support for self-development, including mandatory updates.
Treating volunteers with respect and valuing their contribution.
Working within agreed hospice policies, procedures and guidelines
KEY WORKING RELATIONSHIPS
The CEO and Senior Management Team members.
The Trustees and Committee Advisers.
Line Managers throughout the organisation.
Job responsibilities
JOB PURPOSE
To provide the Chief Executive with comprehensive and efficient administrative support to enable effective management and leadership of the organisation.
To provide administrative support to other members of the Management Team and Trustees as required.
To support maintenance of high standards of corporate governance in the Hospice company and its subsidiaries.
KEY ACCOUNTABILITIES & RESPONSIBILITIES
Promoting the St Wilfrids culture of excellence in patient and people care.
Providing full secretarial/PA service to the CEO.
Managing the CEOs diary to ensure smooth co-ordination and best use of time.
Takes responsibility for day to day decision making with regard to prioritising and resolution of issues within the Chief Executives office, referring for guidance only when necessary.
Scheduling all corporate governance activity and a wide range of other meetings, to include venue booking, drafting agendas, preparation and circulation of associated papers, minute taking and follow up actions.
Communication with and provision of secretarial support to the Board of Trustees.
Providing administrative support to other Senior Management Team members as required.
Processing correspondence and preparing reports, forms and other documentation.
Developing and continuously improving office administrative processes and systems for the CEO and other Senior Management Team members as required.
Contributing to reporting progress towards meeting relevant strategic and operational goals.
Planning, organising and hosting when required specific events for the CEO and Senior Managers.
Ensuring that high standards of confidentiality, accuracy and time bound delivery are consistently applied.
Using databases, spread-sheets, presentation software and other electronic systems to a high level, and assisting others as requested.
Acting as the Asset owner of the Vantage Sentinel System, and specifically overseeing the Complaints, and Policies and Procedures modules, ensuring appropriate action is taken as detailed in relevant policies.
Supporting the CEO in the management of the Risk Register.
Leading the administration of correspondence in relation to legacies, referring to the Director of Finance and Gifts in Wills Officer when required.
Liaising with external agencies and bodies, as required.
Liaising with teams and individuals across the Hospice, as required.
Participating in or leading as required in working groups.
Assisting with cover for general office functions when required.
Overseeing staff recognition events and their administration.
Contributing towards ensuring that the Hospices exposure to risk is minimised through safe practice and awareness of health and safety and infection control.
Challenging the department / service to make continuous improvement.
Communicating clearly and regularly with their Line manager and colleagues.
Stretching and developing the capability of the team through rigorous application of performance management.
Providing development training and support for self-development, including mandatory updates.
Treating volunteers with respect and valuing their contribution.
Working within agreed hospice policies, procedures and guidelines
KEY WORKING RELATIONSHIPS
The CEO and Senior Management Team members.
The Trustees and Committee Advisers.
Line Managers throughout the organisation.
Person SpecificationPerson Specification
Experience
Essential
Experience
Essential
Employer details
Employer name
St Wilfrid's Hospice
Address
St. Wilfrids Hospice
Walton Lane
Bosham
Chichester
West Sussex
PO18 8QB
Employer's website
Employer details
Employer name
St Wilfrid's Hospice
Address
St. Wilfrids Hospice
Walton Lane
Bosham
Chichester
West Sussex
PO18 8QB
Employer's website
About the company
National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.