Personal Assistance to the Chief Executive To act as the initial point of contact for the CEO, ensuring that all telephone calls are dealt with efficiently and effectively, assessing priorities and redirecting calls, enquiries and requests as necessary. Liaise with external contacts, stake-holders liaison (HUK, Bury Council, CQC, GM Hospices etc). In the absence of the CEO use initiative to maintain the appropriate level of service, liaising where necessary with the Senior Leadership Team (SLT) ensuring that queries are dealt with in accordance with normal practices and policies. Support the CEO and other members of the SLT by receiving, appraising and filtering and distributing telephone calls and/or email, whilst using own judgement to prioritise and initiative responses where appropriate. Monitor progress of correspondence, to ensure deadlines are met. To receive visitors as required by the CEO and Board of Trustees. To have responsibility for the Hospice Governance Calendar including the planning and inclusion of all operational, sub-committee and main board meetings. Once calendar has been ratified, the executive assistant has responsibility to maintain the calendar ensuring flow of meetings throughout the year. To act as a point of contact for the Hospice, Board of Trustees, Senior Managers on behalf of the CEO. To be proactive in forward planning various tasks, plan meetings ensuring that in advance of meetings/appointments all relevant information is prepared, whilst being aware of conflicting demands on the CEOs time. Maintain the CEOs appointment schedule by planning and scheduling meetings, conferences, teleconferences and travel. As requested by the CEO and the Board of Trustees, prepare a range of documents including general correspondence, tables, spreadsheets, presentations and reports using Microsoft Suite of Programmes, prioritising workload effectively to meet deadlines. As requested by the CEO undertake planned project work. Assist the CEO in handling all matters of a highly confidential nature. Produce high quality documents from manuscript drafts/email/shorthand in line with Bury Hospice procedures and standards. Responsibility for the accuracy, maintenance and circulation of the Senior Managers On Call rota. Ensuring IPU and SLT are aware of changes as and when they occur. To organise and record the weekly Hospice Huddle ensuring Hospice-wide email communication to all staff is circulated on the same day of the huddle. Administrative Support to the Board of Trustees To provide administrative support to the Chair of Trustees, in all areas of governance. To support the Chair of Trustees in the recruitment of new trustees, ensuring all appropriate processes are implemented including mandatory requirements. Executive Assistant will establish a supportive and informative role with regards the Board of Trustees as a whole, acting as liaison between trustees, staff and external supporters etc. Ensure trustees receive agendas, papers and appropriate documentation in preparation for governance meetings and in a timely manner. Maintain the attendance records for all meetings, also ensuring these are quorate in advance; in line with terms of reference for each meeting. This job description is not an exhaustive list of duties.