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Executive Assistant

4 months ago

London, United Kingdom North Middlesex University Hospital NHS Trust Full time

We are looking for a highly motivated, efficient and personable Executive Assistant to support our Executive Directors. You will work as part of a small team that provides support to the Trust's Executive Management Team, and will be required to work closely with them to ensure a professional, comprehensive support service.

Required to work to a very high standard of accuracy, you will have excellent organisational skills and be able to demonstrate initiative in planning your own workload in a way that supports the Executive Directors.

Proven diary management skills, minute taking experience and excellent Microsoft Office skills are required. Discretion and diplomacy are essential. Only those with the above qualities and relevant experience will be considered.

Develop a thorough understanding of the Executive Team’s priorities, ways of working and how this fits into the overarching Trust Strategy, representing these effectively to stakeholders.

Maintain oversight of the Executive Directors’ workload and diary, ensuring the best use of their time and resolving issues independently.

Manage the Executive Director’s inbox to prioritise work - highlighting issues that need immediate attention, responding to requests, consulting and advising as well as delegating to other staff as appropriate.

Creating and maintaining project and action trackers, updating Executive Directors on progress against key projects and driving these forward with the relevant teams.

Work collaboratively to establish and maintain good working relationships across the Trust and with key external stakeholders.

Prepare background research, briefings, presentations and documents as required for Executive-level meetings.

North Middlesex University Hospital NHS Trust is a medium sized District General Hospital based in Edmonton in Enfield, North London. We serve a diverse multicultural population largely from the London boroughs of Enfield and Haringey. Many of our patients live in wards that are within the 5% most deprived in the UK and a large proportion of our patients were born abroad. This makes it both a fascinating and a challenging hospital to work in.

Over the last decade we have rebuilt almost all of the hospital and now have facilities that we are proud to work in. We employ over 3,500 staff, more than half of whom live locally. We encourage apprenticeships from the local community and work closely with our local Health Watch.

Liaising with high level Executives and their Assistants

Handling a high volume of calls from Patients and colleagues as well answering the door to the floor. Reception duties including greeting/welcoming visitors and refreshments.

Booking travel arrangements including flights, hotels, producing travel itineraries

Preparing, proof reading, editing and formatting proposals, reports, PowerPoint presentations, edit Decks and general correspondence

Management of MR4 and MR10 booking request

Handling confidential information with discretion, dictation of letters, assisting complaints process.

Meeting Minutes, agenda, papers organisation for supporting Exec led meetings. Printing, uploading papers ahead of meetings.

Organising catering, gifts and flowers for exec led events and meetings

IT organisation for meetings and IT support for execs. Requesting IT equipment and repairs.

Confidentially organising hearings, interview panels, stakeholder groups etc.

Post/mail management and filtering.

Reporting maintenance and cleaning issues on the exec floor

Liaising with comms around community and external visits including staff wellbeing incentives and events.

Minute taking and action tracking as required.

Participate in project and events management as required.

Support personnel management including recording sickness/annual leave, recruitment and on-boarding of direct reports and highlighting any issues arising.

Provide effective cover for other Executive Assistants to support sickness, annual leave and other absence.

Line management of Band 4

We should add PECOS, invoicing, PO's, Receipting, Expense Claims etc.

Extensive diary management, including arranging internal and external meetings and MS Teams calls