Job summary
The post-holder will be required to provide an excellent confidential administration support service to the Executive Assistant & divisional directors in their portfolio. They will also provide cover for other members of the divisional board if service demands require this to be undertaken.
Divisional directors work across different geographical sites and therefore the post holder will need to gain an excellent understanding of the services covered not only in the specific service portfolio, but also other areas of the Trust in order to support the respective director effectively. This will require the ability to liaise and coordinate with a large number of internal and external stakeholders sometimes from different organisations.
As this post holder is often the first point of contact to the director, the post holder will therefore need to have excellent interpersonal and telecommunication skills.
Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.
Main duties of the job
A significant part of the role includes minute taking, extensive email management and diary management. Therefore the individual will need excellent written and advanced IT skills. Other key areas of the role include:
- Coordination of workshops/events;
- Advanced IT skills supporting production of reports/presentations and audio/copy typing;
- Drafting correspondence;
- Scanning, photocopying, maintaining effective filing systems, establishing/maintaining local data bases for specific service needs;
- To manage own workload on a day-to-day basis and act independently to action and prioritise work to meet deadlines. The post holder will need to work with and at times of service need coordinate their work of other members of the secretarial team as devised by the office manager, therefore ensuring cover arrangements are in place during periods of absences to enable on-going provision of an effective administrative service to the respective director.
About us
We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee were hoping to find our future leaders and well support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more whatever stage of your career you're at, there's always a place for you at CNWL.
Job description
Job responsibilities
- To provide a comprehensive administrative service to the executive assistant and directors in the post holders portfolio and other executives;
- To be able to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to;
- Extensive email management, colour coding in priority, responding and delegating on behalf of Directors if appropriate;
- To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis;
- To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required;
- To provide a high standard minute-taking service and minute meetings at both a corporate and local level;
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for directors in the post holder portfolio and other directors, including maintaining an effective electronic bring forward system;
- To ensure effective systems are in place to provide relevant papers to the directors in the post holder portfolio ahead of time, being mindful that directors are often working across different locations.
- To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary;
- To organise travel arrangements where necessary;
- To take responsibility for the sorting and distribution of incoming mail and documents;
- To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL), for the directors in the post holders portfolio;
- To liaise with HR on hearings, take notes at these meetings and to assist with any other employment related matters;
- To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate;
- To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution;
- To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date;
- To act as the joint initial point of contact for directors in the post holders portfolio and other allocated directors for internal staff and external organisations;
- To circulate documentation/material in an effective and rapid manner using the communications network for staff;
- To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times;
- To provide support, where appropriate, to other staff including diary and organising meetings;
- To be as flexible as possible to work across portfolios to ensure that cover is provided to all managers to maintain a high standard of cover. This includes ensuring that calls to the management team are answered at all times during the agreed office hours, including lunch time periods or any other such times as the service requires.
- To carry out any other duties which commensurate with the grading of the post as required by the service and line management;
- The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy.
- Any other secretarial or administrative duties appropriate to grade as requested by the executive assistant.
Job description
Job responsibilities
- To provide a comprehensive administrative service to the executive assistant and directors in the post holders portfolio and other executives;
- To be able to prepare documents by copy typing using Trust software, currently Microsoft Office Software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to;
- Extensive email management, colour coding in priority, responding and delegating on behalf of Directors if appropriate;
- To set up, administer and maintain statistical information using spreadsheets, database or dedicated Trust information systems ensuring that all information is readily available for presentation and use on a regular basis;
- To organise meetings, ensuring that agendas and papers are distributed in a timely manner and catering is organised as required;
- To provide a high standard minute-taking service and minute meetings at both a corporate and local level;
- To maintain overall responsibility of computer diaries, including booking and organisation of meetings; arranging venues and catering and ensure the effective time management for directors in the post holder portfolio and other directors, including maintaining an effective electronic bring forward system;
- To ensure effective systems are in place to provide relevant papers to the directors in the post holder portfolio ahead of time, being mindful that directors are often working across different locations.
- To take responsibility for and organise seminars, conferences, training courses or other special events, as necessary;
- To organise travel arrangements where necessary;
- To take responsibility for the sorting and distribution of incoming mail and documents;
- To keep an up to date record detailing staff leave (annual leave, sickness, study leave and any other authorised / unauthorised absence from CNWL), for the directors in the post holders portfolio;
- To liaise with HR on hearings, take notes at these meetings and to assist with any other employment related matters;
- To deal with telephone calls and accurately record and pass messages appropriate, presenting a welcoming and professional image for the department and Trust; to use discretion in re-directing calls as appropriate;
- To ensure that any patient/relative calls/complaints/issues made direct to the office are sensitively and appropriately dealt with and that the outcomes of these are followed-up to ensure effective resolution;
- To administrate the complaints (external & CQC) process for the post holder portfolio ensuring that draft replies are received by the director 7 days before the due date;
- To act as the joint initial point of contact for directors in the post holders portfolio and other allocated directors for internal staff and external organisations;
- To circulate documentation/material in an effective and rapid manner using the communications network for staff;
- To ensure all work is completed to a high standard in a timely manner and that confidentiality is maintained at all times;
- To provide support, where appropriate, to other staff including diary and organising meetings;
- To be as flexible as possible to work across portfolios to ensure that cover is provided to all managers to maintain a high standard of cover. This includes ensuring that calls to the management team are answered at all times during the agreed office hours, including lunch time periods or any other such times as the service requires.
- To carry out any other duties which commensurate with the grading of the post as required by the service and line management;
- The post holder will be expected to familiarise him/herself and comply with all personnel policies and procedures including the Equal Opportunities Policy.
- Any other secretarial or administrative duties appropriate to grade as requested by the executive assistant.
Person Specification
Education and Qualification
Essential
- Degree or equivalent relevant experience or qualification.
- Experience of administration within a complex area of business supporting Director/Executive level.
- Experience of managing and minuting large meetings to the highest standard
- Scheduling and setting agendas for large, multi-partner meetings
- Demonstrable skills in providing very senior level executive support and business support services to Director or Senior Manager level.
- Managing multiple, complex, electronic diaries (familiar with Outlook Calendar)
Person Specification
Education and Qualification
Essential
- Degree or equivalent relevant experience or qualification.
- Experience of administration within a complex area of business supporting Director/Executive level.
- Experience of managing and minuting large meetings to the highest standard
- Scheduling and setting agendas for large, multi-partner meetings
- Demonstrable skills in providing very senior level executive support and business support services to Director or Senior Manager level.
- Managing multiple, complex, electronic diaries (familiar with Outlook Calendar)
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.
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).
Additional information
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).
