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Diary Secretary to The Chief Executive

3 months ago

Remote, United Kingdom AJACO Full time

Job Title:
Diary Secretary to the Chief Executive & Chair

Job Type:
Contract/ Temporary

Duration:6 months

Rate:
£ 50 -£ 85 per day

Location:
Home Based

IR35 Status:
In scope

Security Clearance:
BPSS Check will be required before starting

Description:


To provide a high standard of diary management and ensure the provision of administrative support to the CEO and Chair.

To ensure that the CEO and Chair are effectively and efficiently supported in all aspects of their work to meet their personal and organisational objectives.


Accountabilities:


Provide high level of quality support which will predominantly be diary management, meeting arrangement, event planning, bookings, expenses, may also include accurate minute taking, producing documentation to tight deadlines, assisting with monitoring files, creating reminders and initiating documentation for checking.

Exercise judgement to manage conflicting priorities and diary pressures for the CEO and Chair. Maintaining a working knowledge of the key issues facing the organisation to assist with this prioritisation.

Ensure meetings for the CEO and Chair are properly arranged with the correct information and resources available. This will be both external and internal.


Ensure the CEO and Chair are provided with the correct information and sufficiently prepared for meetings by ensuring briefing documents are attached to their diaries well ahead of meetings.

Act on own initiative to manage the diary of the Chair and CEO.


Liaise with senior members of staff and their equivalents at external organisations regarding organisation of meetings, submission of information and/or other communications.

Liaise with Board and Executive Team members regarding meetings, briefings, papers or other administrative support.

Work within CQC procedures to organise travel and accommodation.

Attend meetings where appropriate, providing support and producing a record, action log or minutes.

Undertake general clerical and administrative, for example; open, closing and maintaining files, etc.


Ensure accurate, confidential and effective service by organising and maintaining office systems, maintaining up-to-date filing systems (electronic) and ensuring the security of information in accordance with policies and procedures and relevant legislation.

Prepare correspondence, forms, documents, maps, plans and other documentation as required.


Deliver CEO and Chair an efficient and customer focused service, by processing and responding to incoming communication (post, telephone, fax, intranet and internet), taking messages, copying and distributing information as necessary.

Dealing with changes flexibly and with a positive attitude.

Screening phone calls and dealing with enquiries.

Able to actively promote and protect equality, diversity and human rights through the duties of the role.

Specific skills and experience:

Relevant Level 2 qualification, or equivalent experience.

Experience of working with individuals at the highest level of an organisation - specifically Board & Executive Directors.

Good knowledge of CQC and the regulatory framework for Health and Social Care in England.


Strong organisational skills with the ability to work on own initiative to tight deadlines, using judgement to make decisions and prioritise tasks.

A good working knowledge of using IT systems including Microsoft Windows and Office Word, Outlook, and Internet packages.

A track record of understanding the requirement for confidentiality, tact and discretion.

Ability to work effectively within a team and accept appropriate ad-hoc tasks when required by team needs.

Confident communication skills.

Experience in planning your own and others' work effectively.

Please ensure your submitted CV has all gaps in employment explained. So, if you were looking for employment during any gaps please state this on your CV.


Ensure your CV fully covers all the criteria stated above to maximise your chances on being successfully placed for this role.


Let us know of your availability and whether there are any specific dates if you are unavailable to attend an interview.

Notifying us of any holiday dates is advantages and allows us to notify parties in advance so they can plan accordingly.

All CVs received are acknowledged and held for the job applied for.

If you would like us to remove your details at anytime please do let us know in writing so we can remove all your details accordingly.


We wish you the best in your search for an ideal role and look forward to hearing from you soon.

Please note, we try to remove roles advertised as they become unavailable in a timely manner.

If you have applied for a role and it is no longer available we will inform you as soon as possible.

AJACO is an equal opportunities employer.

Job Type:
Temporary contract

Contract length: 6 months

Salary:
£50.00-£85.00 per day

Experience:

Public Sector: 2 years (required)

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