Executive Assistant

Job overview

Job Title: Executive Assistant Band: 5 Location: The Christie NHS Foundation Trust, Manchester Division: Trust Administration Contract: Full-time (37.5 hours per week) Working Pattern: Monday–Friday Hybrid Working: Up to 2 days working from home, subject to business needs At The Christie, our values of Making a Difference, Acting with Kindness and Connecting with People are at the heart of everything we do. This role offers the opportunity to work closely with senior leaders, contribute to the delivery of world-class cancer services and develop your career within a supportive and inclusive organisation. The post is offered on a full-time basis (37.5 hours per week, Monday to Friday), with hybrid working available for up to two days per week, subject to service demands. We are seeking an individual who demonstrates: •    Excellent organisational and time management skills •    Strong communication and interpersonal abilities •    A proactive and flexible approach to work •    The ability to prioritise competing demands and meet deadlines •    High levels of discretion and confidentiality •    Strong attention to detail and accuracy •    A customer-focused mindset with a professional manner •    Confidence working with senior stakeholders and external partners •    Excellent IT skills, including Microsoft Office applications •    A commitment to continuous improvement and finding more efficient ways of working •    The ability to remain calm and effective under pressure

Main duties of the job

We are seeking a highly organised and proactive Executive Assistant to join our Trust Administration team. This is an exciting opportunity to work closely with Executive Directors, providing high-quality, confidential administrative support in a fast-paced and professional environment. The Executive Assistant will: •    Provide comprehensive administrative and secretarial support to Executive Directors •    Manage complex diaries, appointments and meeting schedules •    Coordinate meetings, agendas, papers and follow-up actions •    Act as the first point of contact, handling enquiries professionally and efficiently •    Prepare, draft and manage confidential correspondence, reports and documentation •    Arrange travel and accommodation in accordance with Trust policies •    Maintain accurate records, databases and administrative systems •    Support the management of ESR processes and meeting room bookings •    Build effective working relationships with internal and external stakeholders •    Ensure information is handled securely and confidentially •    Support projects and initiatives across the Trust Administration function •    Identify opportunities to improve processes and administrative efficiency •    Contribute to the delivery of a high-quality and responsive support service to Executive Directors

Detailed job description and main responsibilities

Duties and Responsibilities Responsibilities of the Role The post-holder responsibilities include, but are not limited to:

• Provide an initial meet and greet reception service to all visitors to the trust administration offices and meeting centre. Communicate with staff, patients, public and external agencies.
• Provide a comprehensive secretarial service to Trust Administration Executive Directors.   Exercise judgement when dealing with enquiries. Analyse information to resolve problems when making appointments, diary clashes for the Executive Directors.
• Liaise with staff at all levels both internally and externally, answering written and verbal enquiries when necessary, taking action on all matters which can be dealt with without further reference.
• Ability to manage own workload due constant interruptions due to being the initial contact for external visitors for the Executive Directors and the trust meeting rooms.
• Appropriately produce and disseminate a variety of correspondence /documentation, some of which is highly confidential.
• Process incoming correspondence and distribute to appropriate areas, including charitable donations. Ensure that cheques and cash that are received are dealt with appropriately and following audit guidelines.
• Collate and distribute papers to external organisations on behalf of the Executive Directors e.g. Director of Operations Meeting, Director of Finance Meeting, Management Board papers. Ensuring rooms are booked for the meetings which are held at external venues.
• Organise and schedule meetings for the Executive Directors and maintain an up-to-date diary for appointments and meetings. Arrange travel/accommodation for the Executive Directors attending conferences, courses and meetings. Ensuring that trust policy is adhered to.
• Maintain accurate diary bookings for the trust administration meeting centre and be responsible for the Condeco electronic booking system.
• Develop a standard operating framework for the meeting room centre.
• Input attendance onto the electronic staff record (ESR) for the Executive Team members on a monthly basis.
• Be responsible for the requisition and ordering of all supplies and stationery for the Trust Administration using the e-procurement system and ensuring stocks are maintained.
• Ensure all equipment is adequately maintained and arrange for repair or replacement of faulty machinery.
• Process catering orders as required.
• Process orders for the software/consumables for all trust administration and meeting room equipment.
• Attend appropriate training and education sessions at the request of the line manager, in addition to mandatory training.
• Work with managers and administrative staff to review working practices and identify new improved ways of working and find solutions to problems.
• Undertake monthly review of fire safety regulations in the trust administration and meeting centre areasOther Responsibilities:
• Follow risk management procedures at all times, including the identification, assessment and management of risk within the division.
• To abide by all trust policies and procedures.
• To be responsible for own professional/personal development, including participating in appraisal and personal development planning.This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.