Executive Assistant

Job summary

Are you an organised, proactive professional looking for an opportunity to make a real impact within the NHS? At the East of England Community Health and Care NHS Trust, we are looking for an enthusiastic and highly motivated Executive Assistant to provide dedicated support to our Children's Health Service Directors.

This is a rewarding role at the heart of the organisation, where you will play a key part in ensuring the smooth and efficient running of executive business.

As a trusted member of the team, you will manage complex diaries, coordinate meetings/ events, support key projects, and act as a professional and welcoming point of contact for colleagues, partners, and stakeholders.

We are seeking someone with excellent organisational and communication skills, a positive and flexible approach, and a commitment to delivering high-quality support. In return, you will join a friendly and supportive organisation that values teamwork, innovation, and personal development.

The successful candidate will have proven experience of advanced secretarial skills, the ability to work under pressure, manage conflicting deadlines and be a team player. If you are passionate about making a difference and would like to be part of a Trust that puts people at the heart of everything it does, we would love to hear from you.

This post is offered to cover a period of maternity leave. Main duties of the job The successful candidate will provide an efficient, professional and fully confidential administrative and secretarial support service.

You will be confident in all aspects of meeting management, including scheduling meetings, preparing rooms and documentation, taking accurate minutes and clearly identifying action points. You will also have strong diary management skills and the ability to adapt quickly to changing priorities.

The role involves the regular use of digital tools, so confidence using Microsoft 365 applications would be an advantage. This is a fast-paced and high-profile role requiring excellent organisational, secretarial and communication skills.

You will need strong attention to detail, sound judgement, the ability to work independently and a clear understanding of the importance of confidentiality. We are looking for a positive and collaborative team player who builds effective working relationships and takes pride in delivering a high standard of support.

Applicants are encouraged to review the job profile and person specification before submitting an application.

(Should we receive a high number of applications we reserve the right to close this vacancy at any point after 19-08-2026) About us Rated 'Outstanding' by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.

There's one reason why our services are outstanding - and that's our amazing staff who, for the seventh year running, rated us incredibly highly in the national staff survey.

If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.

Job description

Job

responsibilities

Provide high-quality, comprehensive, and responsive secretarial and administrative support to assigned Executive Directors. Serve as the first point of contact for all callers to the assigned Directors and/or senior managers, initiating and coordinating communications and responses on their behalf.

To sensitively and professionally manage all manner of contact and communication with patients and the public, who may be vulnerable, anxious or angry, and use intuitive and developed persuasive skills to identify when it may be appropriate to redirect the enquirer to the relevant department.

Proactively manage the assigned Directors and/ or senior managers diaries and 'bring forward' systems, anticipating their needs, adapting to changing circumstances, and ensuring they are fully prepared for meetings and other commitments.

Organise travel and accommodation arrangements for assigned Director and/ or senior managers as required, using known systems to ensure value for money.

Manage the assigned Directors and/ or senior managers' email inboxes, re-routing as appropriate, responding to urgent requests, and ensuring that urgent and sensitive items are addressed promptly.

Handle incoming mail, responding, recording, and redirecting for appropriate action on behalf of the Trust's Directors and/ or senior managers, and taking further action as instructed.

Organise internal and external meetings, including drafting agendas, collating papers, providing support for report preparation, booking rooms, circulating papers, arranging refreshments, and coordinating travel itineraries and accommodation for participants if required.

Ensure efficient follow-up actions and paper preparation for meetings involving the Directors, using initiative to track progress as needed. Take effective minutes for meetings led by the Directors and/ or senior managers, as well as Board and Committee meetings if required, ensuring timely completion and distribution.

Develop and maintain electronic and hard copy filing and archive systems, ensuring compliance with the Trust's data retention policy and maintaining official records for public accountability.

Type letters, reports, and other documentation to a high standard using Microsoft Office applications and produce high-quality PowerPoint presentations as required.

Maintain personnel files for the Directors and senior managers' direct reports, including annual leave and absence using electronic systems ensuring compliance with organisational policies and processes, where appropriate.

Use Convene software to support meetings, uploading agendas and paperwork for internal/external meetings, conferences, and teleconference calls in a timely manner. Provide Executive Assistant cover to other Executive Directors during periods of leave, as required.

Handle confidential documentation and personnel matters discreetly and effectively, including recruitment documentation, disciplinary investigations, serious incidents and complaints. Act as an ambassador for the Trust, maintaining professionalism, confidentiality, courtesy, and helpfulness at all times.

Person Specification

Experience Essential Extensive previous experience of working at a senior level supporting a Director/ Senior Manager in an EA/PA role. Experience Essential Experience of supporting Board Committee meetings: preparation of agendas in line with Committee workplans, taking of minutes and producing action/ decision logs.

Experience Essential Experience of managing complex diaries. Skills, Abilities and Knowledge Essential Able to prioritise and plan work in a busy environment and to tight deadlines. Personal Attributes/ Behaviours Essential Conscientious, responsible and discreet.

Experience Essential Advanced level knowledge of IT systems in particular Microsoft Office software packages. Personal Attributes/ Behaviours Essential Excellent organisational skills.

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.

Certificate of Sponsorship 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) .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement.

Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .