The National Health Service (NHS) is the backbone of healthcare in the UK, and its executive teams are supported by highly skilled Executive Assistants (EAs). An NHS Executive Assistant plays a pivotal role in enabling senior leadership, such as Chief Executives, Directors, and Board Members, to function efficiently. They are responsible for complex diary management, high-level communication, minute-taking at board meetings, event coordination, and confidential administrative support.
EAs in the NHS must be agile, discreet, and exceptionally organized—often acting as the gatekeeper to high-level executives. They are expected to handle high-pressure situations, manage multiple stakeholders, and maintain a professional demeanor at all times.
The typical salary for an NHS Executive Assistant ranges from Band 4 to Band 6 on the NHS Agenda for Change pay scale. This equates to approximately £25,000–£40,000 per year, depending on location, experience, and specific role responsibilities.
20 NHS Executive Assistant Interview Questions and Answers
Can you describe your previous experience as an Executive Assistant?
Sample Answer: “In my previous role supporting the Director of Operations, I managed complex calendars, arranged multi-site meetings, prepared board-level reports, and liaised with clinical and non-clinical teams. My work required discretion, adaptability, and a strong understanding of NHS protocols.”
How do you prioritize tasks when supporting multiple executives?
Sample Answer: “I assess urgency versus importance using tools like Eisenhower’s Matrix, communicate proactively with stakeholders, and maintain a flexible approach to reprioritizing throughout the day.”
How familiar are you with NHS systems and procedures?
Sample Answer: “I’ve used ESR, e-Roster, and the NHS Mail system, and I’m familiar with Caldicott Principles and GDPR compliance in healthcare environments.”
Tell us about a time you handled a challenging scheduling conflict.
Sample Answer: “During winter pressures, I had to reschedule a full-day planning meeting for the Chief Executive at short notice. I quickly coordinated with key attendees, found a new date, and ensured all pre-reading materials were updated accordingly.”
How do you handle confidential information?
Sample Answer: “I treat all sensitive information with the utmost discretion. I follow data protection guidelines rigorously, ensure secure storage of documents, and limit access only to those with legitimate need.”
What tools or software are you proficient in?
Sample Answer: “I’m confident with Microsoft Office Suite, especially Outlook for calendar management, Excel for data tracking, and PowerPoint for creating presentations. I also use MS Teams and Zoom for virtual meetings.”
How do you ensure effective communication between stakeholders?
Sample Answer: “I keep communication clear and concise, tailor messages to the audience, and follow up with written summaries. I also maintain updated contact directories and escalation trees.”
How do you handle working under pressure?
Sample Answer: “I stay calm, prioritize quickly, and avoid multitasking by focusing on one critical task at a time. I also communicate early if additional support or time is needed.”
What do you understand about the NHS values?
Sample Answer: “The NHS values—such as compassion, respect, and improving lives—are integral to my approach. I strive to embody these values in all interactions and administrative decisions.”
Describe a successful project you managed as an EA.
Sample Answer: “I coordinated a Trust-wide leadership away day for over 50 staff, managing logistics, catering, presentations, and feedback. It ran smoothly and received excellent evaluations.”
How do you take minutes in high-level meetings?
Sample Answer: “I prepare by reviewing the agenda, use a laptop to take structured notes during meetings, and follow up promptly with accurate, action-focused minutes.”
Describe a time you worked with clinical staff.
Sample Answer: “While supporting the Medical Director, I liaised with consultants and ward managers to schedule urgent clinical governance meetings and ensure documentation was compliant with Trust policies.”
How do you manage last-minute changes to plans?
Sample Answer: “I stay composed, inform all impacted parties promptly, and work to find alternatives that minimize disruption. I always have a contingency plan where possible.”
What steps do you take to improve office efficiency?
Sample Answer: “I regularly review processes, digitize records, set up templates for repeat tasks, and automate calendar reminders to save time and reduce errors.”
How do you manage your own workload?
Sample Answer: “I use a combination of Outlook tasks and a priority matrix. I plan my day in advance and set realistic time blocks for key tasks.”
Can you explain a time you supported change management?
Sample Answer: “During a departmental restructure, I helped coordinate communication between directors and staff, organized feedback forums, and ensured a smooth rollout of new reporting lines.”
What would you do if you disagreed with a senior executive’s decision?
Sample Answer: “I would voice my concerns respectfully, provide evidence or alternatives, and ultimately respect their decision while ensuring implementation was professional and compliant.”
How do you maintain professionalism at all times?
Sample Answer: “I remain calm, dress appropriately, use respectful language, and separate personal opinions from work responsibilities. My role is to support leadership with integrity.”
How do you stay updated on NHS developments?
Sample Answer: “I subscribe to NHS newsletters, read HSJ articles, and follow NHS England’s updates. I also attend internal briefings and relevant training courses.”
Why do you want to work as an EA in the NHS?
Sample Answer: “I am passionate about supporting a service that transforms lives. Being an EA in the NHS allows me to use my organizational strengths to contribute to patient care behind the scenes.”
Final Interview Coaching and Encouragement
Interviewing for an NHS Executive Assistant role is your opportunity to show more than just administrative skill—it’s your chance to demonstrate alignment with NHS values, professionalism, and commitment to public service. Be sure to:
Research the Trust or organisation you’re applying to
Use the STAR technique to structure your answers (Situation, Task, Action, Result)
Practice common questions aloud
Dress professionally (even for video interviews)
Bring examples of achievements or work samples if asked
Always prepare a thoughtful question for the panel at the end
Above all, be confident. You’ve earned your interview invitation. Let your experience and dedication shine through with authenticity and clarity.
Best of luck—you’ve got this!
