Executive Assistant

Job description

Job responsibilities

General responsibilities

Provide comprehensive, high quality confidential support and secretarial service to the Trust Chair, Non-Executive Directors, and Associate Director of Communications and Corporate Governance.

Support the administrative functions within corporate governance in relation to the reporting of statutory and regulatory compliance, ensuring efficiency and effective management of systems and processes.

To provide advice and reasonable support to staff within the team(s) of those Director members, enabling an efficient administrative function to best support the activity of the Director.

Draft and prepare reports on behalf of the Associate Director of Communications and Corporate Governance as required for Council of Governors, Board, Committees, or other meetings.

Support the Senior Corporate Assurance Officer in providing administrative support to the Council of Governors

Provide efficient and effective secretarial and administration support including support to meetings and minute taking.

Manage information flows within the office, internally with the Trust Directorates and Teams, and externally with relevant partners and stakeholders, to ensure all communication is effective, responsive and sensitively managed.

Work effectively with all administrative staff supporting the Executive Team

Understand and maintain issues of confidentiality and information governance at all times.

Administrative matters

Ensure that adequate stationery stocks are maintained including taking responsibility for ordering where necessary.

Manage any IT issues on behalf of Chair, Non-Executive Directors and Associate Director of Communications and Corporate Governance including the ordering of repairs and new kit and the management of any updates.

Use IT systems as required to fulfil the duties of the role, including Microsoft programmes, finance administration software, Board/committee software and any other systems required.

Supporting management responsibilities:

Develop and maintain systems in relation to the Director / Executive members budgetary responsibility, including day-to-day activities such as preparing paperwork and online documents requiring sign-off, to ad hoc work supporting the Director / Executive members monitoring and review of budgetary matters.

Maintain appropriate systems to ensure that annual leave, study leave, maternity leave and sick leave monitoring under the responsibility of the Associate Director of Communications and Corporate Assurance are correctly recorded and that Payroll are notified accordingly.

Develop, monitor and maintain systems to ensure appropriate supervision and appraisal arrangements are in place for the direct reports of the Trust Chair and Associate Director of Communications and Corporate Governance including diarising meetings with appropriate frequency and registering supervision meetings on the necessary systems.

As required and subject to the involvement of the allocated Director / Executive member(s), liaise on behalf of the Executive Director as appropriate with Corporate Affairs in relation to any relevant Freedom of Information or Complaints matters that may arise.

Person Specification

Training & Qualifications

Essential

• Business/professional qualification to degree level or demonstrable equivalent experience within a professional setting in relation to administration
• GCSE English or equivalent
• Evidence of continuing professional and personal development

Knowledge & Skills

Essential

• Advanced knowledge of a range of administrative procedures including diary management and arranging appointments
• Ability to manage diverse workload while dealing with frequent interruptions & meet deadlines under pressure
• Experience in dealing with people in distress in a calm and confident manner
• Ability to provide a high standard of secretarial support for meetings, including minute taking
• Knowledge of our business and how it supports patient care
• Excellent interpersonal and communication skills both written and verbal
• Able to deal confidentially and tactfully with people at all levels
• Ability to take and convey clear messages
• Willingness to embrace new ways of working/changes
• Understanding and respect of confidentiality in the workplace
• Ability to work both independently and as part of a team

Experience

Essential

• Experience of dealing with confidential and complex information in a sensitive and appropriate manner
• Experience of managing own workload
• Experience of supporting those in positions of high-level responsibilities and evidence of an understanding of the related challenges
• Experience or understanding of creating electronic records, electronic filing systems
• Experience taking accurate notes and minutes

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.

Employer details

Employer name

Sheffield Health and Social Care NHS Foundation Trust

Address

Centre Court

Atlas Way

Sheffield

S4 7QQ

Employer's website

https://www.shsc.nhs.uk/working-us (Opens in a new tab)