Executive Assistant

About this role

East of England Community Health and Care NHS Trust delivers expert healthcare in people’s homes, community hospitals and local settings across the East of England. Our nurses, therapists, clinicians, support teams and partners work together to provide coordinated care that supports independence, recovery and wellbeing. We believe people are best cared for close to home, in the communities where they live and belong. By combining professional expertise with strong local relationships, we help people stay well, feel supported and access the right care at the right time. Expert healthcare, close to home, trusted by our communities. Different ideas, experiences and backgrounds make us stronger and more creative and applications from all walks of life are welcomed. Our processes ensure that all applicants are treated fairly at every stage of the recruitment process. East of England Community Health and Care NHS Trust is committed to creating a modern and inclusive work environment. We actively promote flexible working opportunities where possible to meet the needs and wishes of our workforce and maintain and improve their wellbeing. We also offer flexible working patterns and we would encourage you to discuss this with the recruiting manager before or during the application process if this would interest you. We welcome applications from people who share our values and can help us deliver outstanding care in our local community. Before applying for this vacancy, please make sure you’re familiar with ongoing GOV.uk sponsorship eligibility criteria which will impact the organisations ability to provide sponsorship, whether this is currently or in the future. Please note, our selection processes are in place to ensure we recruit candidates with the right values and skills. Please be advised that the use of AI in applications is monitored. We remain watchful of candidates who misuse these tools to generate an application that doesn’t accurately reflect their skills. Please note all new starters will be subject to a 6 month probationary period. Job overview 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 and there is an expectation to be in the office at least 2 days per week. 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) Working for our organisation 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. Detailed job description and main 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 criteria Extensive previous experience of working at a senior level supporting a Director/ Senior Manager in an EA/PA role. Experience of supporting Committee meetings: preparation of agendas in line with Committee workplans, taking of minutes and producing action/ decision logs. Experience of managing complex diaries. Skills, Abilities and Knowledge Essential criteria Able to prioritise and plan work in a busy environment and to tight deadlines. Personal Attributes/ Behaviours Essential criteria Ability to demonstrate being conscientious, responsible and discreet. Ability to demonstrate excellent organisational skills. Other Essential criteria Demonstrate ability to travel between trust sites. Evidence of hybrid working includes home and office. Desirable criteria Previous experience of working within NHS or public sector. Equal Opportunities - We are an equal opportunities employer and welcome all applications irrespective of age, disability, gender, sexual orientation, race or religion. Additionally, people with disabilities that fall under the Disability Confident Scheme will be offered an interview providing they meet the minimum criteria for the post (outlined in the Person Specification). All sites are Smoke Free. If you need this application in an offline format, please let us know. Immigration Status – East of England Community Health and Care NHS Trust is a diverse employer and welcomes all job applications. However, potential applicants should note that although the Trust is registered with the Home Office as a sponsor organisation for migrant workers, sponsorship can only be offered against eligible roles. If you are an applicant from outside the UK and do not already hold a self-gained right to work, we recommend you check the Home Office eligibility requirements before making an application. Please note: Although we are a registered sponsor organisation, we are unable to offer sponsorship for some job roles, and this will be identified through filtering questions at the start of any job application on the Trac recruitment system. Our safe recruitment pre-employment checks are undertaken before an appointment is confirmed and may include a DBS check. Where the role requires you to drive, we'll ask you to validate your driving licence online via the DVLA. Redeployment - Please note that in the first instance priority for this vacancy will be given to staff who are on the Trusts Redeployment Register. Closing and Interview Dates -This vacancy may close early if sufficient applicants are received. Data Protection - A privacy notice detailing how we will handle your data is attached to this advert as a document. Your application will be transferred to our recruitment management system (Trac) once the advert has closed and you will receive notification then detailing how Trac will handle your data. ALL CORRESPONDENCE will be via the e-mail address on your application form. If you have not been invited to interview within 2 weeks of the closing date, you unfortunately haven’t been successful on this occasion, but keep an eye on our vacancies as a job that’s just right for you may appear!

Spans the transition from professional practitioner to operational contributor. Expect a mix of structured process management and cross-functional coordination — good for those developing toward a more senior position.