Job summary
We have an exciting opportunity for a Temporary Band 5 Executive Assistant to join the Executive Secretariat based at The Curve, Prestwich. Based on the 1st Floor of The Curve, you will be part of the rewarding and fast-paced environment of a busy Executive PA team.
As an experienced Executive Assistant you will work as part of a dynamic team providing executive support in a fast paced environment, working with a high degree of discretion and initiative, dealing with highly complex and confidential material, using excellent organisational and prioritisation skills, tact and versatility to maintain an excellent service.
The post holder will need to be highly organised and efficient, able to multi-task and use their initiative to manage and prioritise a wide range of tasks and responsibilities.
Main duties of the job
To work as a key member of the Trust HQ Executive Secretariat team, providing vital reputational and representational visibility at all levels to people inside and external to the Trust.
To work with a high degree of discretion and initiative, dealing with highly complex and confidential material, using excellent organisational and prioritisation skills, tact and versatility to maintain an excellent service.
To be an efficient, proactive and dynamic part of the Executive Secretariat team, prioritising and forward planning effectively to comprehensively support Executive Directors.
To act as the first point of contact for Executive Directors, liaising with both internal and external colleagues, stakeholders, patients and families.
To deputise for the CEO Office Manager during absences.
Responsibility for ensuring sufficient cover within the office to cover absences of annual leave or sickness and support the CEO Office Manager to carry out supervision and Appraisals.
To coordinate a range of administrative and secretarial tasks for the Executive Directors and other colleagues, this will include responding to emails and as well as complex diary management. Organising meetings including workshops and conferences ensuring necessary venues and facilities are booked together with any travel and accommodation requirements.
About us
Greater Manchester Mental Health (GMMH) Foundation Trust employs over6,400members of staff, who deliver services from more than160locations.
We provide inpatient and community-based mental health care for people living in Bolton, the city of Manchester, Salford,Trafford and the borough of Wigan, and a wide range of specialist mental health and substance misuse services across Greater Manchester, the north west of England and beyond.
Greater Manchester is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside to the heart of the vibrant inner city with great shopping, entertainment and dining options.
Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.
Our people enjoy their work, have opportunities to learn and develop their skills and are encouraged to generate new ideas that improve care for our service users.
Job description
Job responsibilities
Handle telephone and visitor enquiries from internal and external stakeholders on behalf of the Executive team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trusts reputation positively.
Proficiently utilise Microsoft Office applications e.g. Word, Excel and Powerpoint to produce reports, presentations, correspondence and other documents to a high standard.
To deputise for the CEO Office Manager during absences.
Responsibility for ensuring sufficient cover within the office to cover absences of annual leave or sickness and support the CEO Office Manager to carry out supervision and Appraisals.
Please note that interviews will be face to face only.
Please see attached job description and person specification
Staff benefits
- Pay Enhancements 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discount
Job description
Job responsibilities
Handle telephone and visitor enquiries from internal and external stakeholders on behalf of the Executive team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trusts reputation positively.
Proficiently utilise Microsoft Office applications e.g. Word, Excel and Powerpoint to produce reports, presentations, correspondence and other documents to a high standard.
To deputise for the CEO Office Manager during absences.
Responsibility for ensuring sufficient cover within the office to cover absences of annual leave or sickness and support the CEO Office Manager to carry out supervision and Appraisals.
Please note that interviews will be face to face only.
Please see attached job description and person specification
Staff benefits
- Pay Enhancements 30% additional for Evenings (8pm onwards) and Saturdays and 60% additional for Sundays and Bank holidays.
- 27 days annual leave plus bank holidays rising to 29 after 5 years and 33 days after 10 years
- Excellent pension
- Cycle to work scheme
- Salary sacrifice car scheme
- Wellbeing programme
- Blue Light Card Discount
Person Specification
Qualifications
Essential
- 1.NVQ Level 3 Business Administration or equivalent
Experience
Essential
- oTo coordinate a range of administrative and secretarial tasks for the Executive Directors and other colleagues, this will include responding to emails and as well as complex diary management. Organising meetings including workshops and conferences ensuring necessary venues and facilities are booked together with any travel and accommodation requirements. oHandle telephone and visitor enquiries from internal and external stakeholders on behalf of the Executive team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trust's reputation positively. oProficiently utilise Microsoft Office applications e.g. Word, Excel and Powerpoint to produce reports, presentations, correspondence and other documents to a high standard. oArrange meetings, organising diaries and distribute relevant information. This will include coordination of room bookings, diary management, preparation of agenda and papers, action planning and minute taking.
Person Specification
Qualifications
Essential
- 1.NVQ Level 3 Business Administration or equivalent
Experience
Essential
- oTo coordinate a range of administrative and secretarial tasks for the Executive Directors and other colleagues, this will include responding to emails and as well as complex diary management. Organising meetings including workshops and conferences ensuring necessary venues and facilities are booked together with any travel and accommodation requirements. oHandle telephone and visitor enquiries from internal and external stakeholders on behalf of the Executive team, ensuring that all information is provided efficiently and courteously and in a manner that promotes the Trust's reputation positively. oProficiently utilise Microsoft Office applications e.g. Word, Excel and Powerpoint to produce reports, presentations, correspondence and other documents to a high standard. oArrange meetings, organising diaries and distribute relevant information. This will include coordination of room bookings, diary management, preparation of agenda and papers, action planning and minute taking.
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
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).
