Executive Assistant to Clinical Director
1 week ago
Part time: 15 hours per week
Hours:
Tuesday and Wednesday 8:30am to 4:30pm
Reports to:
Clinical Director
Responsible for:
Admin Team
Purpose of the role
Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day-to-day affairs, and most effective use of her time.
Main responsibilities
- Manage Director's electronic diary, assessing priority of appointments and reallocation as necessary.
- Process Director's correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain Director's office systems, including data management and filing.
- Maintain records of Director's contacts
- Screen calls, enquiries and requests, and deal with them when appropriate
- Assist Director in researching and following up with action on matters which fall within the Director's responsibility chasing responses, triggering followup action
- Manage the admin team for recruitment, placements, allocations
- Update personnel database
- Typing, formatting, and editing reports, documents, and presentations
- Entering data, maintaining databases, and keeping records
- Liaising with internal and external stakeholders
- Copying, scanning documents, as well as taking notes
- Ordering office supplies and replacements, as well as managing mail and courier services
- Manage cleaning service
- Working closely with the Finance Manager for the smooth running of the service
- Producing documents, briefing papers, reports and presentations
- Manage arrangements for Trustees' and Sub-Committee meetings, including production/distribution of agenda and papers.
- Meet and greet visitors
- Supervise all Trust incoming/outgoing mail.
- Any other duties as may reasonably be required by the Clinical Director
- Liaising with clients, suppliers and other staff
- Observing best business practices and etiquette
Organisation
- Participate in 1:1s, performance and development, compulsory training programme
- Attend and participate in service/team meetings
- Work within the framework of ACT's policies and procedures
- Promote the values, behaviours and ethos of ACT
- Respond and report on safeguarding concerns in line with the ACT's safeguarding policy and procedure
- Undertake any other reasonable duties as and when required
Qualifications and requirements:
- High school diploma or GED.
- Certification in secretarial work, office administration, or related training is desirable
- 12 years of experience as admin or personal assistant would be advantageous.
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
- Advanced typing, notetaking, recordkeeping, and organizational skills.
- Ability to manage internal and external correspondence.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills
- the ability to work under pressure and to tight deadlines
- good organisational and time management skills
- the ability to research, digest, analyse and present material clearly and concisely
- the ability to work on your own initiative
- honesty and reliability
- attention to detail
- flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
- discretion and an understanding of confidentiality issues
Interviews will be taking place from the week commencing 4th March.
Job Type:
Part-time
Salary:
£12,480.00 per year
Expected hours: 15 per week
Benefits:
- Company pension
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Administrative: 1 year (preferred)
Work authorisation:
- United Kingdom (required)
Ability to Commute:
- Bromley (required)
Work Location:
In person
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