Executive Personal Assistant to the Chief Executive Office

Job Description

Executive Personal Assistant to the Chief Executive OfficeLocation: Denmark HillParking: Not SpecifiedJob Type: TemporaryDuration of booking: This is a temporary booking with no end date given at this stageProposed start date: ASAPSector: HealthcareBase: Health CentreBand: 5Pay Rates: £15.20 - £18.70 Paye Inclusive of holiday payWorking Days and Hours: 37.5 hours, Monday to Friday, 9am to 5pmRemote working option: Not PossibleTravelling for work purposes: No Travel RequiredJob Summary To provide a comprehensive, confidential high quality secretarial and administrative support to the Executive Director and their teams. Proactively manage the sourcing and processing of information, of a highly complex and sensitive nature. Where appropriateto liaise and work with other Executive Assistants and administrative staff across the trust. To be responsible for the robust management of the Executive Directors diary, quality assuring briefing material, ensuring that all matters relating to the ExecutiveDirectors activity is appropriately escalated and managed to ensure successful delivery. Managing the time of the Executive Director in a way that ensures visibility across the Trust and helps support the engagement agenda and ensuring that the ExecutiveDirector is fully prepared for all meetings, with papers and the necessary documentation provided.Duties

• Manage the Executive Directors calendar
• Liaise with other executive assistants, managers to share best practice
• Act as a Loggist to support the Executive Office as required
• Participate in relevant internal and external working groups/projects, services and initiatives to provide information and analytical advice and expertise
• Develop and implement data collection systems that will provide accurate and timely data
• Present information and issues, explaining highly complex issues, to a wide range of internal and external stakeholders
• Utilise a combination of tools and techniques to help the Executive with daily activity
• Work with the Executive to methodically map out tasks and prioritise accordingly
• Support the Executive Director to work alongside the Executive team.
• To support the development and provision of the business administrative function for the office of the Executive Director
• Provide appropriate support to the Executive Director to assist in the articulation and delivery of agreed objectives and targets via an efficient, high quality, confidential and timely service
• Responsible for the co-ordination of briefing papers, agendas, memos, reports, audits, action logs and all papers related to the meeting ensuring that the director is appropriately prepared in advance
• Responsible for the production of letters on behalf of the Executive Office
• Responsible for ensuring compliance by implementing and maintaining effective office systems and procedures that support the site Executive office, making maximum use of technology to support the running of the office
• Responsible for producing an effective communication system including creating and maintain a record of contacts to support the Executive and team.

Knowledge, Skills and Experience

• Educated to degree level in relevant subject or equivalent level qualification or significant experience of working at a similar level in specialist area
• NHS experience at project management or business manager level in the office of a senior director/chief executive
• Significant experience of successfully operating in a politically sensitive environment
• Evidence of continued professional development
• Demonstrated experience of co- ordinating projects in complex and challenging environments
• Experience of managing risks and reporting
• Experience of drafting briefing papers and correspondence at Board or executive level
• Experience of servicing meetings at Board or executive level (planning agendas, minute taking and following up actions)
• Ability to prepare and produce concise yet insightful communications for dissemination to senior stakeholders and a broad range of stakeholders as required
• Ability to analyse very complex issues where material is conflicting and drawn from multiple sources
• Demonstrated capability to act upon incomplete information, using experience to make inferences and decision making
• Experience of setting up and implementing internal processes and procedures

QuestionsDo you have experience working as an Executive Personal Assistantin the NHSDo you have experience working as an Executive Personal Assistantin the healthcare sectorDo you have experience with a busy and complex dairy managementAre you looking for temporary workDo you meet the criteria above and available to start immediately

Keyskills :
AgendaAuditDiary ManagementMinute Taking