Job summary
Executive Assistant to Executive Director(s)/Business Support Officer
The post holder primarily provides a comprehensive Executive Assistant and PA service to the KHP Joint Directors of Clinical Strategy, the KHP Professor of Surgery along with supporting the Business Support and Office Manager as and when required and the post holder will be a member of the KHP Business Support team. The post holder will ensure the smooth running of these offices and manage effective internal and external communications to contribute to the successful running of KHP as a whole.
Main duties of the job
Qualifications
Degree level education in Office Management/Secretarial or equivalent training/experience
Experience
Detailed experience as PA/Secretary at senior manager/executive/ board director level
Experience of organising large events/conferences
Experience of working in the NHS or University
Experience of a wide range of Trust and KCL procedures and practices
Skills
Practical and well organised
Excellent communication skills both orally and written
Ability to prioritise and screen calls and handle calls on behalf of the director or when the director is unavailable
Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation
Ability to be flexible and adaptable and cope with frequent and unpredictable interruptions
Advantage software skills in word, excel and PowerPoint and ability to learn other packages or databases as required
Advance keyboard skills and able to type at least 50 wpm
Ability to use intra and internet
To be able to prioritise workload and meet set deadlines
Ability to work within a team environment and display initiative when necessary
Must be able to produce accurate and detailed work
Professional manner and mature approach to dealing with confidential matters
Willing to accept responsibility
Flexible and able to deal with shifting priorities
Able to work unsupervised
About us
The KHP Business Support team is a small and friendly team reporting to the Business Support and Office Manager. We meet regularly as a team and also participate in the wider KHP Business meetings. We are keen to ensure our Business Support team develop in their roles and there are lots of learning opportunities available to participate in.
Job description
Job responsibilities
Meetings and Correspondence
- Co-ordinate and plan the Directors activities; resolving complex and conflicting commitments requiring resolution on their behalf
- Provide, receive and communicate complex and business sensitive information with a range of staff internally and externally across the Partner organisations
- Extensive diary management. Arranging large scale workshops, complex and multi-disciplinary meetings and appointments, both external and internal. This will include Primary Care and other healthcare related organisations, Local Authorities, International partners, as well as with senior management across the partnership
- Plan and co-ordinate events, such as conferences, away days and the KHP Surgical Grand Rounds. Source suitable venues to suit number of delegates, room layout, hospitality and audio-visual requirements and liaise with speakers and participants to aid in the preparation of documents and the distribution of materials.
- Undertake a range of administrative projects as and when required by the Joint Directors of Clinical Strategy
- Organise travel and accommodation arrangements as necessary
- Prepare acknowledgement letters and draft replies where required
- Prepare documents, presentation and speech material using the agreed format for KHP.
- Undertake audio/copy typing as and when required
- Coordinate meeting agendas and ensure papers are available and circulated for meetings for the areas of remit for the KHP Joint Directors of Clinical Strategy and the KHP Professor of Surgery
- Take and prepare minutes of meetings as required
Office Management
- Responsible for establishing, adapting, designing and maintaining efficient office information systems. This may include paper-based and computerised documents, ensuring accessibility and confidentiality of information, to include the establishment and maintenance of databases and/or spreadsheets.
- Receive and provide complex highly sensitive or contentious information in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure completion is satisfactory.
- Manage procurement and maintenance of appropriate office equipment and consumables, ensuring processes are in place to keep waste to a minimum.
- Where required, match invoices to appropriate department budgets, manage and authorise payment of invoices. Authorised signatory up to £500.
- Arrange ID badges, computer logins, email accounts and office equipment for new staff as appropriate
- Assist with the monitoring of stock for all office equipment and staff needs, ordering regular supplies of stock as requested by the Business Support and Office Manager.
- Liaise with appropriate staff to ensure office environment complies with all health and safety standards.
- Management of permanent staff and supervision of temporary office staff as applicable.
- Manage and record movement of all in-coming and out-going correspondence, including links to filing system, ensuring actions are taken and tasks completed.
- To set up/maintain systems to ensure the relevant information and/or paperwork is available for meetings etc when required.
- Identify the need for, and make changes to local policies and processes in own work area and in common with others in the same role.
Team Support
- Provide administrative assistance as required for any additional senior management staff seconded to KHP or external consultants engaged by KHP;
- Provide administrative support to the wider team as appropriate
- Support the team with the coordination of the KHP annual conference and other KHP wide events
Communications
- Determine the appropriate handling for incoming and outgoing communication by exercising judgement, professionalism and tact.
- Use sensitivity, tenacity and discretion to resolve issues on behalf of the Joint Directors of Clinical Strategy, Professor of Surgery and team with colleagues internally and with external agencies, at all organisational levels.
- Managing telephone calls, ensuring they are handled in an appropriate and effective manner.
- Maintain up to date, accurate and comprehensive contact details.
- Meet and greet visitors to the department in a friendly and professional manner, offering refreshments as appropriate.
Other
Job description
Job responsibilities
Meetings and Correspondence
- Co-ordinate and plan the Directors activities; resolving complex and conflicting commitments requiring resolution on their behalf
- Provide, receive and communicate complex and business sensitive information with a range of staff internally and externally across the Partner organisations
- Extensive diary management. Arranging large scale workshops, complex and multi-disciplinary meetings and appointments, both external and internal. This will include Primary Care and other healthcare related organisations, Local Authorities, International partners, as well as with senior management across the partnership
- Plan and co-ordinate events, such as conferences, away days and the KHP Surgical Grand Rounds. Source suitable venues to suit number of delegates, room layout, hospitality and audio-visual requirements and liaise with speakers and participants to aid in the preparation of documents and the distribution of materials.
- Undertake a range of administrative projects as and when required by the Joint Directors of Clinical Strategy
- Organise travel and accommodation arrangements as necessary
- Prepare acknowledgement letters and draft replies where required
- Prepare documents, presentation and speech material using the agreed format for KHP.
- Undertake audio/copy typing as and when required
- Coordinate meeting agendas and ensure papers are available and circulated for meetings for the areas of remit for the KHP Joint Directors of Clinical Strategy and the KHP Professor of Surgery
- Take and prepare minutes of meetings as required
Office Management
- Responsible for establishing, adapting, designing and maintaining efficient office information systems. This may include paper-based and computerised documents, ensuring accessibility and confidentiality of information, to include the establishment and maintenance of databases and/or spreadsheets.
- Receive and provide complex highly sensitive or contentious information in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure completion is satisfactory.
- Manage procurement and maintenance of appropriate office equipment and consumables, ensuring processes are in place to keep waste to a minimum.
- Where required, match invoices to appropriate department budgets, manage and authorise payment of invoices. Authorised signatory up to £500.
- Arrange ID badges, computer logins, email accounts and office equipment for new staff as appropriate
- Assist with the monitoring of stock for all office equipment and staff needs, ordering regular supplies of stock as requested by the Business Support and Office Manager.
- Liaise with appropriate staff to ensure office environment complies with all health and safety standards.
- Management of permanent staff and supervision of temporary office staff as applicable.
- Manage and record movement of all in-coming and out-going correspondence, including links to filing system, ensuring actions are taken and tasks completed.
- To set up/maintain systems to ensure the relevant information and/or paperwork is available for meetings etc when required.
- Identify the need for, and make changes to local policies and processes in own work area and in common with others in the same role.
Team Support
- Provide administrative assistance as required for any additional senior management staff seconded to KHP or external consultants engaged by KHP;
- Provide administrative support to the wider team as appropriate
- Support the team with the coordination of the KHP annual conference and other KHP wide events
Communications
- Determine the appropriate handling for incoming and outgoing communication by exercising judgement, professionalism and tact.
- Use sensitivity, tenacity and discretion to resolve issues on behalf of the Joint Directors of Clinical Strategy, Professor of Surgery and team with colleagues internally and with external agencies, at all organisational levels.
- Managing telephone calls, ensuring they are handled in an appropriate and effective manner.
- Maintain up to date, accurate and comprehensive contact details.
- Meet and greet visitors to the department in a friendly and professional manner, offering refreshments as appropriate.
Other
Person Specification
Knowledge
Essential
- Degree level education in Office Management/Secretarial or equivalent training/experience
Experience
Essential
- Detailed experience as PA/Secretary at senior manager/executive/ board director levelll levels of the organisation
Desirable
- Experience of organising large events/conferences
Skills
Essential
- Ability to prioritise and screen calls and handle calls on behalf of the director or when the director is unavailable
- Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation
- Excellent communication skills both orally and written
- Advantage software skills in word, excel and PowerPoint and ability to learn other packages or databases as required
- Advance keyboard skills and able to type at least 50 wpm
Person Specification
Knowledge
Essential
- Degree level education in Office Management/Secretarial or equivalent training/experience
Experience
Essential
- Detailed experience as PA/Secretary at senior manager/executive/ board director levelll levels of the organisation
Desirable
- Experience of organising large events/conferences
Skills
Essential
- Ability to prioritise and screen calls and handle calls on behalf of the director or when the director is unavailable
- Ability to develop and maintain effective working relationships with colleagues of all levels of the organisation
- Excellent communication skills both orally and written
- Advantage software skills in word, excel and PowerPoint and ability to learn other packages or databases as required
- Advance keyboard skills and able to type at least 50 wpm
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.
