Executive Assistant

Job Description

Executive Assistant - Part time Location: HellesdonParking: Not SpecifiedJob Type: TemporaryDuration of booking: Expected to last up to 12 weeksProposed start date: ASAPSector: HealthcareBase: HospitalBand: 4Pay Rates: £11.20 - £12.35 paye per hour£12.55 - £13.80 paye inclusive of holiday pay per hour£14.25 - £15.75 umbrella per hourAll of the rates are depending on skill and experienceWorking Days and Hours: Monday, Friday + 1 day other day, 7.5 hours per day (eg 9-5)Hybrid Working: YesJob SummaryThe post holder will manage, plan and organise their workload, be expected to work independently and to use initiative to resolve any complex problems arising and communicate solutions effectively, escalating issues to the Agency and Payroll Team Leaderwhere deemed necessary. They should have a comprehensive knowledge of payroll, ESR and will be required to work as part of a team and demonstrate good organisational skills to ensure effective service delivery.

• Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards.
• Support Board Committees and sub-groups, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc
• Input into a variety of different systems such as Diligent, Oracle, e-expenses, ESR on behalf of the Executive and Trust Secretariat (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirementsto new starters.
• Check expenses claims.
• Support Executive with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.
• Act as receptionist/first point of contact for the Trust secretariat team, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
• Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.
• Manage complaints calls from service users, carers and the wider public, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.
• Contribute to effective communication by liaising with internal and external parties and agencies as required. Manage confidential information.
• Deal with enquiries and maintain an efficient message system.
• Liaise internally and externally in a professional manner providing relevant and timely information.
• Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.
• Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.
• Diary and email management for self and others as directed to include appointments / meetings, and regular commitments
• To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings
• To assist in organising workload of Executive team
• Ensure confidential information is managed, retained and stored in line with Trust policy in an efficient and effective manner.
• Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions.
• To attend and contribute to all internal / external meetings relevant to the post.
• Provide data as directed.
• Provide cover across the other administrative staff during holidays and sickness.
• Ensure that general office supplies are ordered and maintained.
• Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented.
• Promote the image of the department, checking that notices and leaflets are up to date and well presented.
• Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.
• Photocopying and word processing documents, letters, emails and minutes and reports when required. Postholder must have a standard level of keyboard skills and able to use Microsoft Office programmes, Skype etc.

Requirements:

• NVQ 3 Business Administration or equivalent or willingness to work towards
• Good level of numeracy and literacy
• Experience of working with members of the public from wide range of backgrounds.
• Experience of working for and supporting senior management
• Experience of coordinating meetings, agendas and preparing relevant materials.
• Communication skills including ability to communicate information to wide range of audiences.
• ICT skills - able to use MS Office software including ability to input and run reports from an online database (training in the software will be provided).
• Compassionately speak to people who may be in distress.
• Analytic skills including ability to analyse numerical and qualitative information from varied sources
• Ability to prepare written reports.
• Ability to manage competing priorities and delivery to tight deadlines.
• Strong self- organisational skills.
• Understanding of mental health issues sufficient to be able to act as ambassador for the Trust when meeting the public.
• Basic knowledge of NHS foundation trusts and the role of the Executive, Board, Governors and membership.
• Able to travel round Trust catchment area to visit teams / communities.