Executive Support Officer

6 months ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

**Please note**: This role is currently going through a job evaluation process. Main Duties and Responsibilities 1. First point of contact to the Executive Directors, ensuring that all issues are directed to the appropriate area/person. 2.

Provide a full range of Executive support duties, including typing of correspondence sometimes from dictation, supporting the preparation and distribution of reports and other documents. To use initiative and produce accurate work to a high level of presentation. 3. Plan, organise and maintain the diaries and commitments of the Executive Directors, and the Chief Executive and Chairman when required.

4. Manage the diary in a constructive and supportive way and prepare appointment schedules in accordance with changing demands. 5. Ensure Executive Directors are aware of deadlines and upcoming meetings and appointments.

6. Proactively manage the Executive Directors inbox and other correspondence using knowledge gained from working for the Director to make informed decisions, draft responses and forward communication to direct reports where necessary. 7. Provide cross-cover during periods of absence or peak workloads as required, working as part of a wider team, including the Corporate Governance Office.

8. Handle sensitive queries in writing, by telephone or in person from colleagues, patients, external parties and other health related organisations including MPs, in an effective, confidential manner as a representative of the Trust, to reflect a positive corporate image. To be aware of corporate sensitivities and reflect and interpret these accordingly wherever appropriate. 9.

Use own initiative to determine what help and support can be provided, assist accordingly, and have the ability to deal with a number of tasks at the same time often with conflicting short timescales. 10. Organise, establish, and maintain an effective and comprehensive record keeping system, electronically, to ensure that correspondence, papers, and other confidential items such as personnel files are kept accessible and secure. 11.

Book Conferences and facilities. 12. Supporting the Executive Directors with the Trusts annual Celebrating Excellence Awards by liaising with judges and nominees to arrange meetings and judges visits, collating scores on behalf of the Executive Directors working to strict deadlines. 13.

Deal with any complaints received in an empathetic manner, triaging calls and passing on information to the appropriate person/Department. Ensure follow up occurs in an agreed timeframe and deal with concerns in a calm and approachable, professional, and sensitive manner. 14. Link with other appropriate personnel within the Trust who deliver reports and project work to proactively obtain information which may be required by the Director or for a formal Committee or Trust Board meeting.

15. Undertake clerical/general office procedures including photocopying, filing, collation, and distribution of information. 16. Carry out research on behalf of the Executive Director through use of the internet and other media when assisting in the preparation of internal and external reports, presentations, or other communication material.

17. Implement systems to improve the effectiveness and working practices of the office. 18. Manage own workload, prioritising activities to meet deadlines, and escalate issues accordingly.

19. Work as part of the wider Corporate Governance Team to support colleagues and prioritise workload across the Team. Meetings 1. Arrange meetings in a timely manner, which on occasions may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments.

2. Undertake full meeting administration including liaising with the meeting Chair to agree agendas, workplans, collating meeting papers and disseminating in a timely manner and to a high standard. 3. Attend regular and ad-hoc meetings to take minutes, meetings can be in excess of two hours duration requiring extended concentration.

4. Transcribe minutes of meetings requiring extended periods of typing to ensure accuracy and completeness of minutes. 5. Ensure that the bring-forward and pending systems are accurate to ensure that the Executive Director is properly prepared for forthcoming meetings, including the preparation of briefing notes on potential problems or difficulties likely to arise.

6. Maintain up-to-date meeting Terms of Reference, workplans and contacts lists for all meetings administered by the wider Team. 7. Ensure Corporate templates and processes are followed.

Provide mentoring and support to colleagues across the organisation to embed and maintain high standards. 8. Organising meetings and any associated work (e.g., venues, communications, refreshments, arrangements for the public to attend etc). 9.

Summarising meeting minutes in Chairs reports on behalf of the Executive Directors. 10. Format papers for Executive Directors using information supplied by various numerous coll

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