Executive Support Officer

5 months ago

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

First point of contact to the Executive Directors, dealing with issues that require prompt attention and resolution and directing to the appropriate area/person as necessary. Provide a full range of Executive support duties, including diary management, inbox management, typing of correspondence sometimes from dictation, supporting the preparation and distribution of reports and other documents, using initiative and producing accurate work to a high level of presentation. Plan, organise and maintain the diaries and commitments of the Executive Directors, and the Chief Executive and Chairman when required. Proactively manage the diary in a constructive and supportive way and prepare appointment schedules in accordance with changing demands.

Ensure Executive Directors are aware of deadlines and upcoming meetings and appointments. Proactively manage the Executive Directors inbox and workload, acting independently and with discretion making informed decisions, draft responses, chase and allocate actions, forwarding communication to direct reports where necessary. Carry out research on behalf of the Executive Director, assisting in the preparation of internal and external reports, presentations, or other communication materials. Handle complex and 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 and sensitive manner as a representative of the Trust, to reflect a positive corporate image.

Work using 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. Organise, establish, and maintain an effective and comprehensive electronic record keeping system, to ensure that correspondence, papers, and other confidential items such as personnel files are kept accessible and secure. Support the Executive Directors in their role as lead director for Trust policies to ensure effective control mechanisms are in place and policies remain in date. 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.

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. Lead on the drafting and delivery of reports and project work by proactively obtaining information which may be required by the Executive Director or for a formal Committee or Trust Board meeting. Implement systems to improve the effectiveness and working practices of the office, including development of standing operating procedures across the team.

Manage own workload, prioritising activities to meet deadlines, and escalate issues accordingly. Provide cross-cover during periods of absence or peak workloads as required, working as part of a wider team, including the Corporate Governance Office. Work as part of the wider Corporate Governance Team to support colleagues and prioritise workload across the team. Arrange meetings in a timely manner, which may be complex, requiring manipulation of diaries, prioritisation and re-arrangement of existing diary appointments.

Undertake full meeting administration including liaising with the meeting Chair to draft agendas, workplans, collate meeting papers and disseminate in a timely manner and to a high standard. Accountable for ensuring minutes and papers from meetings are prepared, certified and retained in accordance with Trust procedures. Complete and maintain accurate action logs as required and take accountability for ensuring follow-up is monitored ahead of deadlines set by the Executive meeting and other Executive level meetings. To support the Executive Director in ensuring delivery of their actions.

To arrange meetings/workshops and conferences, book venues and facilities, arrange travel and accommodation, arrange hospitality and ensure the timely dispatch of correspondence and information to all participants. Organise, oversee and ensure smooth running of events. Attend regular and ad-hoc meetings to take minutes, meetings can be in excess of two hours duration requiring extended concentration. Transcribe formal minutes of meetings requiring extended periods of typing to ensure accuracy and completeness of minutes.

Ensure that the bring-forward and pending systems are accurate to ensure that the Executive Director is properly prepared for forthcoming meetings. Develop and prepare briefing notes on potential problems or difficulties likely to arise. Maintain up-to-date meeting Terms of Reference, workplans and contacts lists for all meetings adminis

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