Executive Assistant

Job Description

The successful Executive Assistant will have an opportunity to work within an NHS organisation managing the corporate business support to the JointCommittee, Corporate Directors Group Board, Integrated Governance Committee and ManagementGroup ensuring the provision of efficient and effective processes are in place for management of meetings.Client DetailsAn NHS facility based in the Pontypridd area are actively seeking an Executive Assistant to join them on a temporary basis. The contract is initially 2-3 months with a high possibility of extension.DescriptionThe Executive Assistant will be responsible for the following:

• Assisting the Committee Secretary to ensure that the Joint Committee runs effectively and efficiently, including the responsibility for room and catering bookings, setting up and attending meetings to take and draft complex minutes and matters arising reportsfor approval, ensuring that there is a good record which ensures that decisions are recorded, referenced and future action can be taken at the appropriate level.
• Communicating business sensitive information comprising information which may contain personal information or information which may be considered commercially confidential.
• Maintaining a corporate style for meeting management including agendas, matters arising reports, papers and minutes, etc.
• Supporting the development and maintenance of the Joint Committees annual schedule of business.
• Maintaining strict confidentiality relating to Joint Committee business at all times, in particular ensuring that papers and minutes are circulated to authorised persons and are stored and archived securely (hard copy and electronic).
• Managing the distribution of confidential meetings papers via Diligent (or similar) software via iPads and/or other IT devices in accordance with Health Board policy and procedures and agreed terms of reference, including responsibility for the preparationof the papers in a timely manner.
• Maintaining master files (electronic and hard copy) and archives for all meetings in accordance with legal and Health Board policy requirements: agendas, reports, minutes, etc.
• Maintaining electronic files in a logical and organised manner. Ensuring an audit trail is available to support electronic correspondence.
• Managing the practical arrangements for organisation development sessions and other training arrangements as they arise.

ProfileThe successful Executive Assistant will have the ability:

• Plan and organise a number of complex activities includes complex staff or work planning, where there is a need to allocate and re-allocate tasks, situations or staff on a daily basis to meet organisational requirements;
• Manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department;
• Arrange meetings which involve CEO of all Health Boards, compile agendas and take accurate formal minutes
• Deal with service user enquiries, exercising initiative with regard to necessary action, using sensitivity and tact
• Ensure all messages are relayed as quickly as possible to Directors and other staff
• Set up meetings, send out invitation letters, book room and take notes, as required
• Plan and update diaries as and when necessary; Chase actions, outputs and outcomes
• Be expected to establish and maintain effective filing systems both manual and electronic
• Be aware of and able to make adjustments to plans at short notice.
• To provide and receive complex information; persuasive, motivational, negotiating, training skills are required

Job Offer

• NHS Band 6 Salary £32,306-£34,172 dependent on experience within the NHS.
• Hybrid working model
• Monday to Friday - Flexible working
• Onsite parking
• Holiday pay
• Pension

Keyskills :
Executive Assistant