Nhs Executive Personal Assistant

3 weeks ago

Shrewsbury, United Kingdom Your World Healthcare Full time

**Executive Personal Assistant with minute taking**

**Location**: Shrewsbury

**Job Type**: Temporary

**Duration of booking**: Expected to last 2 months and maybe longer

**Proposed start date**: Asap

**Sector**: Healthcare

**Base**:Office based, Monday - Friday, 9am-5pm (with a level of flexibility if meeting run over)

**Band**: 4 or 5 depending on skill and experience

**Pay Rates**:
**Band 4**

£11.00 - £12.00 paye per hour

£12.00 - £13.00 paye inclusive of holiday pay per hour

£13.00 - £14.00 umbrella per hour

All of the rates are depending on skill and experience

**Band 5**

£12.00-£14.00 paye per hour

£13.00-£15.00 paye inclusive of holiday pay per hour

£14.00-£16.00 umbrella per hour

Depending on skill and experience

**Working Days and Hours**:Monday - Friday, 9am-5pm (with a level of flexibility if meeting run over)

**Job Purpose**

The post holder will provide a confidential administrative and secretarial support service, primarily to an assigned member of the Executive Team, to enable them to perform effectively within a challenging and complex regulated environment.

Whilst the holder of this post will primarily be assigned to support a named member of the Executive Team, the post holder will be expected to work collaboratively when required, in support of the wider Executive Team, to cover absence and/or remote workingof colleagues.

In the event of any structural or organisation changes in the future, it should be noted that it may be necessary to review and re-assign the post holder to another member of the Executive Team in line with operational requirements at that time.

**Main Duties and Responsibilities**
- Typing, transcription and distribution of correspondence, reports and documents
- Taking minutes at meetings
- Provide a comprehensive and professional Executive PA service, removing unnecessary demands and pressures from the Executive Team member
- Act as first point of contact, dealing with enquiries or issues in a professional manner, with diplomacy and expertise
- Complex diary management, using judgement when dealing with the scheduling and rescheduling of appointments and meetings, to ensure most effective use of Director’s time, and effective forward planning for annual schedule of meetings
- Liaise with colleagues on actions required by/for the Director, and progress chase as necessary to ensure that deadlines are achieved
- Manage an accurate Bring Forward system for meeting papers and pending items
- Provide administrative and secretariat support to meetings chaired by the Director, or where the Director is executive lead, drafting agendas, minute taking and production, undertaking effective forward planning, and the follow up of actions
- Arrange and coordinate internal/external meetings and events, travel and accommodation, as required
- Use initiative to work accurately under pressure, prioritising own workload in order to meet strict deadlines
- Undertake ad hoc project work as required, researching issues and preparing summaries/reports
- Ensure an effective filing, retrieval and archiving system for papers, data and associated documentation
- Coordination of recruitment and HR activities, documentation and data entry, as appropriate, on behalf of Director
- Support expense submissions, and procurement related matters, in line with any pre-determined delegated authority level as may be deemed appropriate to the role
- Work collaboratively with the Executive Support Team Supervisor and other Executive PAs to ensure that resources are used flexibly to meet demand, including appropriate office cover and the provision of assistance in times of particular pressure in anyarea

**Qualifications, Skills and Experience**
- Demonstrable experience of minuting executive level meetings and transcribing to a high professional standard
- Proactive and self
- motivated and a completer/finisher
- Exceptional attention to detail whilst working at pace
- Highly literate, with excellent written communication skills
- Good all round ICT knowledge, including daily use of Microsoft Office suite, Portable Document Format (.pdf) creation software, eg Adobe Acrobat and file sharing software, eg ShareFile
- Able to work flexibly to meet the needs of the service
- Effective and willing team worker
- Proactive and self
- motivated and a completer/finisher
- Exceptional attention to detail whilst working at pace
- Highly literate, with excellent written communication skills
- Good all round ICT knowledge, including daily use of Microsoft Office suite, Portable Document Format (.pdf) creation software, eg Adobe Acrobat and file sharing software, eg ShareFile
- Demonstrable experience of minuting executive level meetings and transcribing to a high professional standard
- Able to work flexibly to meet the needs of the service
- Effective and willing team worker
- Enthusiasm and passion for making a difference and for change/improvement
- Clear commitment to personal development
- A high level of professionalism, discretion, diplomacy and confidentiality
- Excellent organisational and time management skills
- The ability to calmly and effectively prioritise numerous tasks and work under pressure to achieve tight deadlines
- Excellent written and verbal communication skills
- Ability to use initiative as appropriate
- Demonstrable ability to transcribe concise, accurate and professional minutes of sometimes complex and lengthy meetings

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