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Executive Assistant/Admin Assistant
| Posting date: | 14 February 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | Negotiable |
| Hours: | Full time |
| Closing date: | 24 February 2025 |
| Location: | Northwood , HA6 1BX |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | B0480-25-0010 |
Summary
Main Responsibilities Working as an Executive Assistant to the CEO and Chairman and supporting the Senior Leadership Team as required, maintaining a high standard of administrative and secretarial standards, with proficiency in using Microsoft Office and a variety of other software to produce documents and presentations accurately and to a high quality. Organise and manage all meetings, workshops, away days and events, on behalf of the CEO and Board, such as booking rooms, attendee lists, catering, and including liaising across the directorates. Manage and type correspondence from meetings. Prepare agendas, take minutes of meetings, briefs, quality statements, business plans, annual reports, benchmarking etc. ensuring action points are raised and completed in a timely manner. Provide complex and extensive diary management, ensuring effective use when managing the electronic diaries for the CEO and oversight of the SLTs diaries. Establishing and maintaining procedures including filing and bring forward system, ensuring ongoing effective communication at all times. Receiving incoming telephone calls from staff, members of the public and stakeholders. Resolve routine enquires, take and record message and direct calls as appropriate. Using initiative to deal with phone calls and messages. To be the first point of contact for the CEO for internal and external enquiries. Sorting and prioritising incoming mail, distributing as appropriate. Sorting and prioritising CEOs emails as required, drawing attention to matters of importance/urgency, actioning where appropriate and forwarding to other teams as required and preparing drafts where appropriate. Undertaking administrative duties such as photocopying and disseminating copies to staff and directorates as required. Managing widespread communication. Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner. Ensuring contact details and lists are kept up to date for CEO and Board. Draft reports using appropriate templates and style guide to a suitable standard for publication to the public as required. Carry out research as required using a variety of sources and present findings. Ensure the CEO maintains regular 1:1s, reviews and appraisals with the SLT, to arrange these meetings and provide the CEO with all relevant information/documents as necessary To assist CEO with ensuring all Annual Leave is authorised in a timely manner and recorded accurately. Manage and record the CEOs expenses and travel arrangements Prepare and oversee all paperwork, for Chief Executive and Board for coding/signature. Display, distribute and send notices to all staff manually and electronically. Participate in audits, preparing questionnaires, collating and analysing responses. Effectively manage allocated areas of work, progress-chase and report, as appropriate, including the collection, analysis and presentation of information. To ensure that the CEO and Board and other staff follow correct procedures in relation to organisational requirements. Effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems. Ensuring office equipment, stationery levels and office consumables are maintained and processing orders as required. Ensure confidentiality and discretion at all times. Working autonomously and using own initiative on day-to-day issues to support the Chief Executive and Board, within the limitations of the post. Corporate Responsibilities Represent the organisation effectively and professionally to a wide range of patients, stakeholders, members and partners Take an active role in the development and embedding of the organisations culture, valuesand reputation as a provider of high-quality services, leading by example at all times To adhere to Information governance, patient confidentiality and data protection legislation and standards. To work to standards set out in the organisations policies, service contracts and in line with NHS England/Commissioner and CQC regulations. To conduct oneself in a manner consistent with the organisations vision and values and approach to patient and public engagement. To ensure patient/staff confidentiality and information governance standards are maintained and respected at all times. Participating in mandatory training and personal development as required. This list is not exhaustive. Please refer to the Attached Job Description for additional information.