Executive Assistant for the Directors Office

Job Description

Executive Assistant for the Directors Office Location: Melbourne, CambridgeJob Type: TemporaryDuration of booking: This is expected to last up to 8 weeks and likely to be longerProposed start date: ASAPSector: HealthcareBase: OfficeBand: 5Pay Rates:

• £13.11 paye inclusive of holiday
• £14.00 umbrella per hour

Working Days and Hours: Monday to Friday 9am to 5pmRemote Working: The candidate will be required to be in the office 2 to 3 days a week with the remaining time working from homeJob Summary

• To provide administrative and secretarial support to the Chief Executive Office

Desirable Skills and Knowledge

• NHS Experience
• Knowledge of Microsoft office including Word, Excel, and Outlook
• Experience of working autonomously using discretion when needed
• Full meeting administration including minute taking
• Planning and organisational skills
• Ability to multitask and prioritise workload
• Good written communication skills
• Good telephone skills
• Shorthand/Speed writing
• Audio typing
• Diary management
• Record keeping
• Delegation skills
• Ability to work to tight deadlines

Duties

• To provide administrative support and office management services including typing of correspondence and reports and general support to the Interim Director of HR.
• Manage and prioritise all incoming and outgoing correspondence
• To prepare all correspondence for signature, taking file copies and posting.
• To ensure effective communications, the majority of which will be confidential and complex in nature, in a highly pressurised environment, always maintaining confidentiality.
• Full ownership of the Interim Director of HRs diary with an understanding/awareness of the Interim Director of HRs workload and conflicting priorities.
• Organising travel and accommodation for Interim Director of HR when required
• Processing invoices and purchase orders within the agreed timescales.
• Receiving and managing telephone calls and routine correspondence.
• Be first point of contact to high profile stakeholders.
• Requirement to prepare a range of complex and sensitive information for a range of staff both internally and externally across the Trust.
• To coordinate and organize the wide range of weekly/monthly Directorate meetings ensuring effective communication and support for attendees.
• To coordinate and organize all ad-hoc meetings/seminars, as required.
• To ensure the timely preparation and distribution of all agendas and supporting papers/documentation for meetings as directed.
• To organise meeting venues, presentational equipment, and catering arrangements, as required.
• To take notes at weekly/monthly meetings and audio typing, as required and type up and ensuring timely distribution to attendees/others for information (as above).
• To monitor/record data for routine analysis on spreadsheets as required.
• To provide secretarial services and reception duties if and when required by the Interim Director of HR commensurate with the role and the post holders knowledge and experience. Demonstrating skill for providing solutions when dealing with complex dataand assisting with executive recruitment.

• To plan and prioritise daily workload and to complete work to deadlines. The post holder will work with several different senior managers where conflicting priorities need to be managed effectively and tactfully.
• To be responsible for accurate record keeping and use of computerised information systems and always ensure maintenance of confidentiality
• The post holder is required to answer routine queries and give advice on day-to-day matters.
• The post holder has the discretion to make routine decisions within an overall policy framework and to use their own initiative. The impact of poor decisions can be significant, and the post holder requires the knowledge/experience to recognise potentialproblems and seek the appropriate advice.
• Some of the work is high profile, e.g., sensitive emails/correspondence or confidential discussions at Executive Team level, requiring sensitivity and diplomacy.
• The post holder will be required on occasion to provide cover for other PAs within the Executive Team.
• Maintaining annual leave records for all directors.

Keyskills :
HealthcareNHSExecutive Assistant