To provide a comprehensive EA service to the Executive team, covering all aspects of secretarial, administrative and organisational support. To assist in the overall development of the service to ensure it operates efficiently and effectively.
To provide EA service to the CEO Provide.
To provide support to the Executive team and Non-Executive Directors and Board as and when required.
To administer monthly support at Board meetings and Board sub committees, including producing formal minutes and supporting Board meetings, as required.
To provide a supervisory role to other administration staff within the corporate office support team, ensuring work is covered and support is available during periods of annual leave, sickness, fluctuating workloads.
Main duties of the job
Providing EA support to the CEO Enterprise Directorate.
Support within the Executive Office Team for cover of annual leave / sickness, with meetings and daily SitReps, supporting HR hearings and investigations with note taking when requested.
Diary organisation.
Supporting meetings and board sub-committee meetings with agendas, minutes and action logs, collating papers.
Job responsibilities
To organise and plan the workload, diary and commitments (including all travel and accommodation arrangements as necessary) of the Group Chief Operating Officer & Chief Nurse, including the scheduling of formal and complex meetings, ensuring deadlines are achieved and there is a flow of workload.
To source and gather all relevant information in order to prioritise workload and make decisions on behalf of the CEO Enterprise regarding conflicting demands for appointments, based on a sound knowledge of the priorities and deadlines involved in the directorate.
To co-ordinate and facilitate meetings, including the monthly Board sub committees and Board meetings as required, producing agendas and papers, taking and transcribing formal and informal minutes and distributing them as appropriate, ensuring any actions are undertaken and follow up as required.
To provide comprehensive EA/secretarial service, including accurate note taking, copy typing and professional presentation of a range of correspondence, reports, etc. for internal and external use, often to tight deadlines. This will include the preparation of reports, using charts produced through Excel where appropriate, and presentations using PowerPoint, as required and on behalf of the Executive Team.
To deal directly with all correspondence, using your own initiative to ensure that it is responded to in a timely manner, drafting responses where possible.
To provide professional advice and support to members of the administrative team.
To ensure that incoming mail is dealt with or appropriately redirected and to forward items requiring input from others that cannot be otherwise dealt with, indicating clearly any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation.
To act as the first point of contact for the CEO Enterprise and Executive team, ensuring that a professional image is maintained and a helpful and efficient service is provided at all times.
To undertake specific pieces of work, projects or other reasonable duties on behalf of the CEO Enterprise, as agreed with them.
To work proactively with a high degree of autonomy and own initiative. To plan and prioritise your own work effectively, with excellent time management skills to ensure work is completed in a timely fashion.
To implement and maintain efficient and workable manual and electronic systems and databases, including bring forward electronic filing systems, ensuring files and records are stored and retrieved appropriately.
Person Specification
* At least 3 years' previous experience in a senior administrative role or as a PA/EA at Executive director level, or equivalent experience of working in a large, complex organisation.
* Ability to manage and prioritise own workload, using own initiative as required. Excellent secretarial skills, including ability to construct clear, grammatically correct letters and reports, at high standard of presentation. Advanced knowledge of Microsoft Office software applications (Word, Excel PowerPoint, Outlook).
* Conscientious, responsible and discreet. Self-motivated, proactive and innovative. Positive 'can do' attitude and willingness to put in extra effort to achieve goals.
* Understanding of our organisation and not just NHS focus.
Travel
* Requirement to stay away from home at least twice a year for meetings.
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.
Full-time, Flexible working, Home or remote working.
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