Executive Assistant

Job overview

This role will be based at Vantage Point House, Cwmbran.

The post holder will be primarily and directly responsible to the Executive Director of Operations and Deputy Director of Operations (the assigned managers) and will provide an efficient, professional and comprehensive secretarial and administrative support service to the assigned manager(s) and their department as required.

The successful candidate will be fully supported in the role, including a period of shadowing with the current postholder.

Main duties of the job

The post holder will be responsible for accurate preparation of high standard written materials and for maintaining records which will include handling sensitive and confidential staff and patient information.  The post holder will act as the first point of contact for all methods of communication, including diary management, on behalf of the assigned manager(s).

The post holder is expected to work flexibly to support the assigned manager(s), will liaise with other departments on their behalf and their team, and will assist and support colleagues where required.

The post holder will review the operation of administrative and support procedures for the assigned manager(s) and recommend and implement any necessary improvements.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Detailed job description and main responsibilities

COMMUNICATION AND RELATIONSHIPS

- Act as a key point of contact for the assigned manager(s). - Communicate complex and sensitive information effectively where persuasion or negotiation may be required. - Establish and maintain effective communication methods and working relationships with a wide range of people across the Directorate, the Trust, and external stakeholders where required. - Exercise tact and diplomacy when dealing with staff and departmental matters and procedures relevant to the portfolio of the assigned manager(s). - Confidentiality must be maintained at all times and in all communication whether written or oral

SERVICE DELIVERY

- Organise and administer specific aspects of the function as required, including:

- Manage the email inbox and calendar(s) of the assigned manager(s) in a timely and appropriate manner. - Coordinate and prepare agendas relevant to the assigned manager’s(s’) portfolio. - Take formal minutes and progress actions accordingly. - Collate and distribute appropriate paperwork in a timely manner. - Organise internal and external meetings, making all associated arrangements.  This includes working flexibly to provide support as required e.g. arranging meetings/events.

- Coordinate travel, accommodation and catering arrangements as required, ensuring best value for money

- Ensure that appropriate filing and bring forward systems are in place and maintained. - Maintain records management systems to ensure compliance with the requirements of the Data Protection and Freedom of Information Acts. - Collate any payroll returns and facilitate effective authorisation by assigned manager(s) in a timely manner. - Work autonomously acting on own initiative to prioritise workload.

- Will provide reception and switchboard/telephone cover as required, greeting visitors and callers in a professional and courteous manner, working proactively to meet their needs.

- Operate with speed and accuracy as a loggist to support a commander in an incident declaration where required, working in the Incident Coordination Centre environment.

FINANCIAL RESPONSIBILITY

- Responsible for monitoring and maintaining standard office conditions and equipment, including stocks of stationery - Reporting of general faults relating to the office environment and site estate. - Responsible for ordering and receipting of goods such as stationery and office equipment and maintaining stock control in order to ensure an efficient office environment. - Responsible for processing requisition invoices and orders for payment