Executive Assistant to Trust Executive Director

Job description

Job responsibilities

DUTIES AND RESPONSIBILITIES

Management Support

Provide accurate, prompt and efficient administrative support to the Executive Director(s) and Trust Management team, which may include supporting the production of presentations / spreadsheets and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism.

To support budgetary responsibilities for the Executive Director(s) including procurements and requisitions. Check expenses claims.

Diary and email management for the Executive Director(s) to include appointments / meetings, and regular commitments. To assist in organising and prioritizing the workload of the Executive Director(s) as required and directed.

To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings.

Support Committee meetings as required, support associated groups and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc. Provide support to executive meetings with local partners and with NHSE.

Act as an effective channel of communication between the Executive Director(s) and the rest of the organisation.

Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive Director(s) and team (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.

Support the Executive Director(s) with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.

To programme regular executive director site visits, maintaining the feedback reports and associated database.

Communication

Act as the first point of contact for the Executive Director(s), dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system.

The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders on behalf of the Executive Director(s), including service users and carers, Governors, clinicians and senior leaders across the Integrated Care Boards and Partnerships.

Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.

Manage complaints calls and letters from service users, carers and the wider public, MPs and other stakeholders etc, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.

Liaise internally and externally in a professional manner providing relevant and timely information. Manage confidential and sensitive 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.

Service Development

Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.

Knowledge & Training

Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.

Knowledge of administrative procedures, project management or information analysis.

Trained to high level on minute taking and administration of meetings.

General

Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards.

Ensure confidential and business sensitive information is managed, retained and stored in line with Trust policy and legislation in an efficient and effective manner.

Ability to work on own initiative and unsupervised and organise own workload with minimal supervision

Working to tight and often changing timescales.

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.

Develop and maintain databases required by job. Maintain and develop administrative and information systems and resources. Provide and organize and evaluate data as directed.

Provide cover across the other administrative staff during holidays and sickness. Support training and induction of new and existing staff and participate in the recruitment process of support staff

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 etc.

Operate a flexible approach to work and encourage other staff to do so; be adaptable to change and able to work as a team across the secretariat.

Support Human Resources in completing relevant forms for the Chief Strategy, Improvement and Partnerships Officer, taking minutes for confidential meetings as appropriate.

Undertake any other appropriate tasks as requested by line management in order to meet the needs of the service and in line with the Trust strategy.

Person Specification

Qualifications

Essential

• Degree or equivalent knowledge / significant Executive Assistant experience at Board level

Desirable

• BTEC, relevant degree

Experience

Essential

• Experience of providing administration support including email management, diary management, minutes and supporting meetings
• Significant experience of working for and supporting senior management and Board/Board committees.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Norfolk & Suffolk Foundation NHS Trust

Address

County Hall

Martineau Lane

Norwich

NR1 2DH

Employer's website

https://www.nsft.nhs.uk/Pages/Home.aspx (Opens in a new tab)