PA to Executive Manager & Executive Team

Job description

Job responsibilities

MAIN DUTIES AND RESPONSIBILITIES:

Manage a comprehensive electronic diary system for the Executive team, including coordinating calendars, arranging meetings, and scheduling appointments using sound judgment to prioritise effectively

Organise meetings, including preparing and distributing relevant paperwork, booking rooms, and taking minutes when required, ensuring deadlines for circulation are met in liaison with the ESBM

Produce and maintain action logs following meetings, actively monitoring progress and following up to ensure completion of assigned tasks

Act as a key liaison for internal and external stakeholders, representing the organisation professionally and ensuring urgent matters are handled appropriately

Provide high-level administrative and secretarial support to the Executive team and Partners as required, including assistance with projects and ad hoc tasks

Welcome and assist visitors in a warm, professional manner

Support the planning and coordination of events

Job Requirements:

A strong attention to detail and excellent problem-solving skills, with a proactive approach to identifying and implementing solutions

Excellent telephone manner and interpersonal skills

Effective written and verbal communication and presentation abilities

High proficiency in Microsoft Office, including Word, Excel, Teams, and PowerPoint

Exceptional organisational skills, including workload and diary management

A flexible approach and a positive, can-do attitude

Strong organisational and planning abilities, with the capability to collaborate effectively

Enthusiastic, dynamic, and proactive, with strong initiative

Able to remain calm and organised under pressure

Person Specification

Qualifications

Essential

• GCSE level (or equivalent experience/ qualifications) at grade C/4 or above in English and Maths
• OCR III word processing or equivalent Knowledge and understanding of using Microsoft Office Excel Software

Desirable

• Diploma in Business Administration (level 4) or experience in business administration that would equate to level 4, or NVQ3 qualification plus other short courses (e.g. ILM3, ECDL)

Experience

Essential

• Highly organised and efficient, produce a high quality work to deadlines
• Excellent knowledge and understanding of administration support and duties.
• Ability to prioritise workload to ensure timelines are met
• Ability to deal with a variety of sensitive and confidential matters professionally and responsibly.
• Ability to work on own initiative and under pressure.
• Excellent written and verbal communication skills.
• Ability to work with multiple workstream leads where necessary
• Ability to work independently with minimal
• Ability to work as part of a team
• Strong proficiency in Microsoft Office, word, excel, Teams and PowerPoint

Desirable

• Demonstrate an understanding of Primary Care
• Experience of providing PA support to senior managers within the NHS

Personal qualities

Essential

• Work effectively and flexibly as part of a team to meet the needs of the organisation
• Mature, open and flexible approach to work.
• Demonstrate an understanding of care and compassion
• Evidence of a team player, conscientious, reliability, motivation, and commitment
• Excellent grammar and spelling skills required

Desirable

• Working Knowledge of NHS policies and procedures

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

St Austell Healthcare

Address

1 Wheal Northey

St Austell

Cornwall

PL25 3EF

Employer's website

https://www.staustellhealthcare.co.uk/ (Opens in a new tab)