Executive Assistant to Executive Directors

Job description

Job responsibilities

To provide a comprehensive and wide-ranging Executive Assistant service to Executive Directors.

Act as a first port of call for enquiries to the Executive Directors and be responsible for dealing with all correspondence and telephone queries, prioritising, filtering, redirecting and actioning as appropriate, in a sympathetic, effective, timely and confidential manner, making short term adjustments where necessary.

Proactively manage and maintain the diaries of the Executive Directors in a proactive manner, using independent judgement to prioritise work schedules in accordance with changing priorities, and liaising and negotiating with all relevant parties in an efficient and effective manger.

Organise, prepare and co-ordinate attendance at off-site meetings and Conferences including associated hotel accommodation and travel requirements, ensuring these are within budgetary constraints and make accurate judgements in order to minimise disruption of the time of the Executive Directors.

Arrange meetings, including preparing meeting schedules, drafting of agendas, receiving and distributing papers, printing papers or loading them onto appropriate platforms, and preparing and updating action trackers. The meetings will be with external stakeholders and added to as requested by the Executive Directors.

Produce and distribute agendas and papers for meetings with internal and external membership as required, including sending invitations, arranging venues and catering requirements.

Take and transcribe formal minutes for specified management level meetings (and ad hoc meetings when required), producing and distributing minutes in an accurate and timely manner.

As requested, draft documents for approval, from information requested and received, leading to production of accurately typed reports, letters and all other correspondence.

Collate relevant letters, presentations, reports, documentation and briefing papers for a variety of key internal and external stakeholders ensuring professional standards are maintained using a variety of software packages.

Administer recruitment processes for the Executive Directors, including formatting job descriptions and adverts, assisting with administration of shortlisting, organising the interview process, carrying out mandatory pre- employment checks, and organising inductions and equipment for New Starters.

Ensure the Executive Directors expense claims are processed in accordance with policies and procedures and inputted/authorised on time to proceed for payment.

Create and maintain attendance management, training and performance and appraisal records for the Executive Directors and staff reporting to them. Maintain accurate and confidential personnel files for the Executive Directors.

Create and maintain an efficient and accessible filing and bring forward system, ensuring the Executive Directors receive paperwork at the appropriate time to prepare for meetings and ensure deadlines are adhered to.

To maintain efficient office systems and records, including electronic filing systems (K Drive). Create and maintain folders to comply with the needs of the Executive Directors, ensuring files and records are stored and retrieved appropriately.

Receive highly confidential, complex and sensitive information on a regular basis and be relied upon to observe and maintain confidentiality and use interpersonal and communication skills to handle potentially difficult or upsetting situations with stakeholders, public and patients.

Communicate business sensitive information effectively and appropriately on behalf of the Executive Directors to staff, external stakeholders and organisations, patients and public. Liaise and communicate with other organisations and multi-disciplinary personnel as required and be a main point of contact for internal and external stakeholders, maintaining constructive relationships.

Be able to work independently on all aspects of role, recognising when it is appropriate to seek advice or assistance from a senior member of staff.

Have an understanding of ICB business. Provide advice and support on own area of responsibility. Participate in the training and induction of new and existing staff as requested by Line Manager.

Awareness of the implications of the Data Protection Act, the security of hard/software and the Freedom of Information Act.

Undertake small projects as appropriate.

Any other duties as requested from time to time by the Line Manager.

Ensure all mandatory training is completed as required.

Person Specification

Qualifications

Essential

• Keyboard skills and the ability to touch type and audio type. Degree or equivilent experience. RSA level 3 or equivalent experience. Proficient in use of IT and with Microsoft Office suite including Word, Excel and Email (Outlook).

Experience/Knowledge

Essential

• General office experience.2 years relevant NHS experience or with a similar organisation. Extensive experience of providing an EA/secretarial/senior administrative service to a senior manager.Experience of managing multiple, complex diaries and prioritising appointments.Experience of planning, organising and recording meetings and events.Experience of working autonomously with minimal supervision.Experience of note-taking in senior meetings, and taking and transcribing formal minutes to a high standard. Sensitivity to confidential information. An understanding of relevant legal issues, including data protection, confidentiality and freedom of information, equal opportunity and diversity issues.

Skills

Essential

• Excellent working knowledge of Microsoft Word, Excel and Outlook and Powerpoint. Excellent prioritisation, organisational and administration skills with exceptional attention to detail.Excellent minute/note taking skills.Ability to multi-task and manage own workload in an unpredictable environment with constant interruptions, re-prioritising and competing deadlines. Experience producing and proof-reading accurate reports, presentations, briefings, and communications material requiring attention to detail at all times.Excellent proactive team player. Excellent spelling, grammar and layout skills; able to produce a variety of work, e.g. letters, minutes, presentations, e-mails and reports. Excellent interpersonal skills, able to deal with communication and relationships with senior staff at the highest level. Ability to take own initiative, use judgement and pay close attention to detail. Confident, helpful and friendly telephone manner. Able to make correct decisions within a set of clear guidelines, and able to prioritise complex, time sensitive tasks and activities, balancing own workload. Adaptable and able to work flexibly to meet the demands of the role (within agreed working hours). Ability to adapt to change and to develop services and systems to meet changing needs. Willing to learn new skills and expand expertise. Conscientious attitude to work, confident and discreet.

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

NHS Bath and North East Somerset, Swindon and Wiltshire ICB

Address

Jenner House

Langley Park

Chippenham

SN15 1GG

Employer's website

https://bsw.icb.nhs.uk/ (Opens in a new tab)