Executive Personal Assistant

Job overview

We are pleased to offer an exciting 6-month secondment opportunity for a highly organised and proactive Executive Assistant to join the Trust Admin Department, providing high-level support to our Executive Directors.

Main duties of the job

About the Role

This secondment will offer the successful candidate a unique opportunity to work at the heart of the organisation, supporting strategic leadership and contributing to the smooth running of executive functions. You will be responsible for:

• Providing comprehensive diary management and administrative support to Executive Directors •    Preparing agendas, minutes, and documentation for meetings •    Coordinating communications and ensuring timely responses to internal and external stakeholders •    Supporting project work and assisting with the delivery of key priorities •    Always maintaining confidentiality and professionalism

About You We’re looking for someone who: •    Has proven experience in a senior administrative or Executive Assistant role •    Demonstrates excellent organisational and communication skills •    Is confident managing competing priorities in a fast-paced environment •    Has a proactive approach and can work independently as well as part of a team •    Is proficient in Microsoft Office and comfortable with digital tools

What We Offer •    A chance to develop your skills and experience in a dynamic, high-profile setting •    Supportive team environment •    Opportunities to contribute to meaningful work at a strategic level This secondment is ideal for someone looking to broaden their experience and gain insight into executive-level operations within the Trust.

Detailed job description and main 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 areas.

Other 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.