PA to Chief Executive

Job responsibilities

The provision of a high quality personal administrative and secretarial service to the Chief Executive, ensuring appropriate support in a timely and effective manner.

To co-ordinate the Chief Executives diary and facilitate effective time management to fulfil the needs of the service.

To deal with incoming mail effectively including the writing of responses and making of telephone calls ensuring that enquiries are professionally dealt with and the Chief Executive is kept informed.

To field incoming telephone calls to the Chief Executive including dealing with basic enquiries and diverting callers appropriately.

To arrange appointments and meetings, both internal and external, for the Chief Executive and Director of Clinical Services.

To host visitors for the Chief Executive and Senior Leadership team ensuring that all visitors receive excellent hospitality and support.

To organise Trustee, Leadership Team or other events as required by the Chief Executive e.g. away days, social events and conferences. To book external training for staff, including travel and accommodation as appropriate.

To lead on the production and distribution of papers and minutes for Trustee based meetings, senior leaders meetings and other meetings as required by the Chief Executive to ensure that all meetings are productive and that members receive details promptly.

To research information regarding various subjects using various research tools to ensure that the Chief Executive is appropriately informed.

To work collaboratively with all other staff working in administration in a spirit of collective responsibility ensuring that all administrative work is handled efficiently.

To carry out tasks on behalf of the Chief Executive external to Lindsey Lodge Hospice & Healthcare including delivery and collection of documents, to ensure that the Chief Executive is able to carry out their work effectively and efficiently.

To support audit processes and produce statistics as required.

To monitor and record annual leave for the senior management team and record to Chief Executive diary.

To support other members of the senior management team with key administrative tasks as required.

To support with general administrative duties that will vary particularly as projects and schemes of specific work are undertaken.

To support the volunteer reception admin team in order there is 7 day volunteer cover and that they have a point of contact and escalation.

To work in accordance with Lindsey Lodge Hospice & Healthcare philosophy, recognised professional guidelines and commitment to equality of opportunity and collective responsibility.

The above is indicative of the role and may change from time to time in consultation with the post-holder, in line with the changing needs of the organisation.

A degree of flexible working is required at times as some Board and subcommittee meetings are held at varying times of the week.

Experience

Essential

• Experience of using Word, Excel, and Outlook
• Use of the internet to access resources and information
• At least 2 years experience of working in a busy office environment dealing with both routine and non-routine activities and problem solving.

Desirable

• Experience of using Microsoft Office to include teams and zoom applications
• Experience of supporting formal committees
• Experience of working in the NHS or health-related field
• Experience of providing admin support at a senior level

Qualifications

Essential

• Vocational level 3 or equivalent

Desirable

• Educated to diploma level or equivalent

Essential attributes

Essential

• Warm and friendly telephone manner
• Ability to work to a high degree of accuracy and attention to detail
• Full understanding of and strong commitment to confidentiality and data protection
• Ability and willingness to work flexibly, sometimes outside of normal office hours
• Approachable
• Flexible and able to deal with a variety of different changes
• Self-motivated
• Able to use own initiative appropriately
• Able to provide effective and non-intrusive hosting
• The ability to work with people in a range of status and roles
• Understanding and commitment to equal opportunities

Knowledge Skills

Essential

• Advanced IT skills, particularly in the use of Word and Excel
• Strong communication and interpersonal skills
• Good skills in writing letters and minutes to a high standard and appropriate to the audience
• Collaborative and team working skills
• Organisational skills and understanding of effective forward planning
• Ability to multi task, deal with a number of variables at the same time and flexible task management
• Able to manage the delivery of projects to ensure completion in a satisfactory and timely fashion (some may be medium-long term)
• Able to work effectively under variable pressure
• Ability to use own initiative and work independently and proactive within agreed guidelines and protocols
• Co-operate effectively with existing PA to develop a seamless work process

Desirable

• Knowledge of systems, e.g. Workforce systems, risk management systems.