Working as a partnership, both Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust have a shared vision for excellence in care for our patients and communities; with a set of strategic aims underpinning how we will achieve this. 

The vision for our single corporate services is to:

• Be an employer of choice for corporate talent, attracting and retaining people who share our values for excellence in care and welcome the opportunity to benefit from the broad range of flexible career and development opportunities we can offer.   
• Improve efficiency through simplified and standardised policies, processes, and systems, drawing on the best from both Trusts.  
• Do things once and reduce any duplication on transactional tasks giving corporate staff the ability to focus on higher value and more diverse activities.  
• Co-invest in the latest digital solutions and standardise our approach, meaning we do things once for both organisations. 
• Improve learning and development opportunities and sharing best practice, upskilling both Trusts.  
• Co-locate teams in purpose-built facilities on the Island and in Portsmouth to enable closer working and sharing.  
• Build resilience for individuals and our teams. 

The single corporate service is delivered across both organisation.  You may be based at either IWT or PHU and individuals may be required to undertake business travel between sites. For leaders managing staff across multi-site locations, you will need to be visible and provide in person leadership. The arrangements and frequency will be agreed locally.

Band: NHS Agenda for Change Band 6

Hours: Full time 37.5 hours per week 

Contract Type: Permanent

Location: This is a site-based role, with the requirement for the successful applicant to work 5 days a week Monday - Friday in Trust Headquarters at Queen Alexandra Hospital, Southwick Hill Road, Cosham, PO6 3LY

This position is only open to applications from employees of Isle of Wight NHS Trust and Portsmouth Hospitals University NHS Trust. 

We are excited to offer a fantastic opportunity for a dynamic, pro-active individual to become a vital part of our Trust Headquarters Team as an Executive Assistant to our Chief Medical Officer. This role is crucial for those looking to fully utilise their superior organisational skills in managing busy and complex diaries, while providing a first-class support service where confidentiality is paramount.

Key Responsibilities

• Main Point of Contact: Serve as the primary contact on behalf of the Executive Officer for all internal and external stakeholders.
• Confidential Support: Provide high-level, confidential support on a wide range of matters, enhancing the efficiency and value of the Executive Officer’s time.
• Independent Operation: Function independently in a diverse office environment, using initiative to anticipate problems and resolve conflicts without supervision.
• Stakeholder Engagement: Engage with internal and external stakeholders, including but not limited to government ministers, senior civil servants, local councillors, senior NHS executives, and media representatives, in an efficient and courteous manner.
• Time Management: Plan and manage the Executive Officer’s schedule, meeting deadlines and balancing workload demands without needing direction.
• Inbox Management: Oversee the Executive Officer’s inbox, drafting and actioning responses, disseminating sensitive information, highlighting urgent matters, and monitoring deadlines.
• Meeting Preparation: Ensure the Executive Officer is equipped with all necessary documents for meetings, summarising and/or highlighting reports and briefings as required.
• Information Management: Handle highly sensitive, personal, and confidential information responsibly, maintaining efficient and effective information systems.
• Diary Management: Manage the complex business diary of the Executive Officer, prioritising and re-prioritising meetings, and addressing any arising issues. Ensure that any meetings the Executive Officer cannot attend are covered by an appropriate team member, sometimes at short notice.

The successful candidate will be proactive, capable of operating autonomously, and skilled in maintaining confidentiality. They will demonstrate exceptional organisational skills, attention to detail, and the ability to manage multiple tasks effectively. This role is ideal for someone who thrives in a fast-paced environment and enjoys engaging with a variety of stakeholders.

If you are ready to make a significant impact and contribute to our team's success, we encourage you to apply for this exciting opportunity.

Please note, the anticipated Interview date for this role will be Wednesday 6th August.

For further details, or to arrange an informal visit, please contact Jayne Bonilla, Executive Assistant to Chief Executive and Chairman, 02392 286770 (internal extension 6770) or via email [email protected]

Job Description

Essential 

• Full range of administrative policies and procedures, acquired through training and relevant experience to degree level or equivalent.

Experience 

Essential 

• Three years experience within the NHS working at executive/senior level or five years experience outside the NHS in an equivalent role or administrative level
• Experienced in using Windows-based operating systems with knowledge of work processing, spreadsheets, databases and presentation software
• Comprehensive experience of using internet systems and MS Office or equivalent

Desirable 

• Previous experience of working in a clinical area would be advantageous.

Knowledge 

Essential 

• High level of computer literacy and knowledge of software packages.
• Ability to organise
• Ability to make administrative/procedural decisions and judgements
• Diary management
• Proven customer care skills
• Track record of delivery to tight deadlines when working under pressure
• Ability to communicate effectively, tactfully and sensitively in writing and orally, with a good telephone manner
• Proven skills in minute-taking and clerking meetings
• Ability to deal with a high volume of correspondence, emails and telephone calls
• Ability to act quickly and effectively at all times
• Adaptable and flexible and able to cope with change
• Maintain confidentiality
• Ability to produce presentations

Desirable 

• Overall understanding of current health service sector issues
• Knowledge of the organisational structure of the health service

The health and wellbeing of our staff is at the forefront of everything we do. We are proud to be able to offer our staff some fantastic benefits including our on-site Nursery, access to our free Beach Hut for those long summer days, our on-site Wellness Centre including a gym and a swimming pool, access to our fantastic staff networks including LGBTQ, Race Equality and DisAbility, and awards ceremonies to recognise your achievements. We believe we can offer support to all of our staff when they need it the most.

We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, sex, gender identity and expression, nation of origin, age, languages spoken, veteran’s status, colour, religion, disability, sexual orientation, and beliefs.