Job summary
We are now seeking an
experienced Executive Assistant to play a crucial role within our expanding
Business Support Team.
The successful
candidate will be primarily responsible for Executive Assistant support to our
established Executive Team within the company to support the day-to-day running
of the business.
To be successful in
the role you will need to be self-motivated and pro-active in attitude, with
excellent communication and organisational skills to respond to competing
demands.
The role will have a
base within Warwickshire, but the company's flexible culture encourages agile
and home working from day one.
*Please note, this position is a 12 month fixed term contract (maternity cover).
Main duties of the job
To provide executive assistance and comprehensive administrative
services for the Executive Team, including the Chief Executive, all Directors,
and the Company Secretary. To collaborate with business support colleagues to
contribute to the delivery and enhancement of a high-quality business support
service at Innovate.
Key aspects of the role:
Provide responsive and highly professional administrative
support to Executive Team members, ensuring confidentiality and contributing
to the effectiveness of their roles.
Service Board-level committees as required, in association with
the Company Secretary. To include the
preparation of agendas, formatting of reports, taking detailed formal minutes
of the meeting/s and pursuing all actions with colleagues following the
meeting.
Oversee management committees and meetings, including agenda and
minute preparation, and take appropriate follow-up actions as required.
Proactively manage diaries and emails, demonstrating sound
judgement in workload management and decision-making.
Work collaboratively with the Business Support Team, providing
general business administrative support to facilitate the smooth day-to-day
running of Innovate.
About us
As a growing company, Innovate has a range of benefits and
opportunities to enable individuals to grow and experience a range of new
challenges. Innovate has a commitment to develop staff and provide a
supportive work life balance. Innovate is a staff led company, with a
mission to provide the best technology solutions and support to our Trusts.
At Innovate, we recognise the benefits of transferable skills and
a desire to learn. We encourage anyone who is interested in this role to get in
touch, even if you do not meet all stated criteria.
Please note, we may close this vacancy earlier than the stated closing date if we receive a high number of applications.
Job description
Job responsibilities
Draft letters, coordinate responses, and manage day-to-day
queries and correspondence with minimum supervision.
Coordinate Executive Team schedules, strategically plan and
organise meetings and events, including diplomatically handling cancellations
and rearrangements.
Ensure Executive Team awareness of appointments and that all
relevant meeting papers are available.
Act as a professional interface with internal and external
stakeholders (including non-executive directors) and always projecting a
positive im-age of the company.
Monitor and manage assigned work to ensure deadlines are met,
taking responsibility for urgent issues in the absence of Executive
colleagues.
Maintain and monitor annual leave, sickness absence and other
periods of staff leave, ensuring systems are up to date and authorised within
the required deadlines.
Coordinate responses to FOI requests and manage spreadsheets and
databases.
Identify areas for efficiency and productivity improvement.
Ensure all agendas for committee/management meetings are issued
in a timely manner to the agreed standards, in association with the Company
Secretary.
Keep organisational charts up to date.
Adhere to financial guidelines, coordinate the purchasing of
goods and services for the Executive Team and occasionally colleagues across
Innovate.
Developing and maintaining databases as required by the role.
Coordinate and plan meetings and events as directed. This could
involve sending invitations, booking venues, arranging speakers, and ensuring
the provision of relevant papers and materials.
Provide
short-term cover for colleagues during leave periods.
Participate
in appraisals, personal reviews, and training and development activities.
Contribute
to team, professional, and personal development, promoting a commitment to
continuous improvement.
Encourage
staff to review mistakes, complaints, incidents/near misses, and successes
for performance and customer care enhancement.
Employees are obligated to exercise reasonable care for their
own health and safety, as well as that of others impacted by their actions or
omissions at work. Additionally, they are expected to collaborate with
Innovate Healthcare Services to ensure compliance with both statutory and
company regulations.
Job description
Job responsibilities
Draft letters, coordinate responses, and manage day-to-day
queries and correspondence with minimum supervision.
Coordinate Executive Team schedules, strategically plan and
organise meetings and events, including diplomatically handling cancellations
and rearrangements.
Ensure Executive Team awareness of appointments and that all
relevant meeting papers are available.
Act as a professional interface with internal and external
stakeholders (including non-executive directors) and always projecting a
positive im-age of the company.
Monitor and manage assigned work to ensure deadlines are met,
taking responsibility for urgent issues in the absence of Executive
colleagues.
Maintain and monitor annual leave, sickness absence and other
periods of staff leave, ensuring systems are up to date and authorised within
the required deadlines.
Coordinate responses to FOI requests and manage spreadsheets and
databases.
Identify areas for efficiency and productivity improvement.
Ensure all agendas for committee/management meetings are issued
in a timely manner to the agreed standards, in association with the Company
Secretary.
Keep organisational charts up to date.
Adhere to financial guidelines, coordinate the purchasing of
goods and services for the Executive Team and occasionally colleagues across
Innovate.
Developing and maintaining databases as required by the role.
Coordinate and plan meetings and events as directed. This could
involve sending invitations, booking venues, arranging speakers, and ensuring
the provision of relevant papers and materials.
Provide
short-term cover for colleagues during leave periods.
Participate
in appraisals, personal reviews, and training and development activities.
Contribute
to team, professional, and personal development, promoting a commitment to
continuous improvement.
Encourage
staff to review mistakes, complaints, incidents/near misses, and successes
for performance and customer care enhancement.
Employees are obligated to exercise reasonable care for their
own health and safety, as well as that of others impacted by their actions or
omissions at work. Additionally, they are expected to collaborate with
Innovate Healthcare Services to ensure compliance with both statutory and
company regulations.
Person Specification
Qualifications
Essential
- Educated to degree level in a relevant subject or significant experience of working at a similar level in a specialist area such as business administration, as an executive assistant/PA or similar role
Experience
Essential
- Significant business administration or PA/EA experience working within a busy team and with Director-level stakeholders.
- Experience of initiating, improving and maintaining office systems
- Extensive experience in the use of Microsoft Office suite including Word, PowerPoint, Outlook, Excel, MS Teams
Desirable
- Experience of servicing Board-level committees and writing formal minutes
- Experience using AI tools such as Chat GPT
- Experience maintaining and updating websites
What we are looking for in our team members:
Essential
- Minute Taking and transcribing minutes
- Excellent time management skills with the ability to work under extreme pressure and deadlines and able to respond to changing demands and reprioritise when necessary
- Ability to communicate effectively, both in writing and verbally, with people at all levels (internal and external)
- Excellent customer service skills
- Good attention to detail
- High degree of discretion and initiative
- Self-motivated, but able to work well as part of a team
- Ability to travel independently to a variety of locations across Coventry, Warwickshire, and Solihull as and when required
- Planning and organising multiple diaries
- Ability to pull together reports, letters and other documents as required
Person Specification
Qualifications
Essential
- Educated to degree level in a relevant subject or significant experience of working at a similar level in a specialist area such as business administration, as an executive assistant/PA or similar role
Experience
Essential
- Significant business administration or PA/EA experience working within a busy team and with Director-level stakeholders.
- Experience of initiating, improving and maintaining office systems
- Extensive experience in the use of Microsoft Office suite including Word, PowerPoint, Outlook, Excel, MS Teams
Desirable
- Experience of servicing Board-level committees and writing formal minutes
- Experience using AI tools such as Chat GPT
- Experience maintaining and updating websites
What we are looking for in our team members:
Essential
- Minute Taking and transcribing minutes
- Excellent time management skills with the ability to work under extreme pressure and deadlines and able to respond to changing demands and reprioritise when necessary
- Ability to communicate effectively, both in writing and verbally, with people at all levels (internal and external)
- Excellent customer service skills
- Good attention to detail
- High degree of discretion and initiative
- Self-motivated, but able to work well as part of a team
- Ability to travel independently to a variety of locations across Coventry, Warwickshire, and Solihull as and when required
- Planning and organising multiple diaries
- Ability to pull together reports, letters and other documents as required