Executive Assistant to CEO

3 weeks ago

London, United Kingdom CDS UK Full time

**JOB DESCRIPTION**

Job Title: Executive Assistant to the Chief Executive Officer

Accountable to: Chief Executive Officer

Reporting To: Chief Executive Officer

Hours: 5 days a week, 9am-5pm, Monday-Friday

Contract: Permanent

**Salary**: £32,427-£39,702 dependent on relevant experience and/or relevant knowledge and skills

Location: Based at the CDS UK office with the possibility of some regular home working by mutual agreement

**OVERVIEW**

This is an exciting opportunity to join our small, friendly team and to use your skills to develop this Executive Assistant role which is central to the smooth running of the organisation as it continues to grow. You will be working with a committed group of people, including clinicians working in all areas of the country, and making a real difference to the lives of patients.

CDS UK (the Clinic for Dissociative Studies) is a specialist psychotherapy service established in 1998, offering assessment and long-term specialist outpatient treatment to people with dissociative disorders, in particular dissociative identity disorder (DID - formerly called multiple personality disorder). Our patients have often suffered the most extreme forms of abuse and represent one of the most vulnerable and complex client groups. Whilst many of the tasks involved in the role are straightforward, there can be some emotional impact from working in this difficult field, so resilience is important.

CDS UK is a Charitable Incorporated Organisation (CIO) and an Independent Provider to the NHS, and is subcontracted by NHS commissioning organisations nationally on a discretionary per-patient basis, where local mental health services are unable to provide appropriate treatment.

JOB SUMMARY

To provide a comprehensive, efficient and effective executive assistant and secretarial service to the Chief Executive, and to provide additional administrative support to the Deputy Chief Executive and other members of CDS UK’s core team. The role will include diary and inbox management for the Chief Executive, and we are looking for the postholder to undertake this proactively, helping to prioritise and delegate incoming tasks.

The postholder will also handle the day-to-day HR administration requirements of the organisation, such as monitoring leave maintaining confidential information on behalf of staff and associates.

The postholder will play an ambassadorial role for CDS UK on behalf of the Chief Executive, so excellent written and interpersonal skills are essential.

**KEY TASKS**

**1 Administrative and Secretarial Support**

1.2 Assist with general administrative responsibilities, taking on appropriate duties as delegated.

1.3 Receive telephone calls and other communications, responding to enquiries as appropriate and dealing with incoming communications in an efficient and courteous manner, screening and prioritising calls to the Chief Executive where appropriate.

1.5 Compile routine letters and electronic correspondence on behalf of the Chief Executive (and, in some cases, on behalf of other members of CDS UK’s core team), taking care to maintain confidentiality.

1.6 Organise and manage your own workload, ensuring deadlines are observed and duties performed efficiently.

1.7 Organise and manage the diary of the Chief Executive in a proactive way to make maximum use of time, including prioritising, scheduling, researching and briefing the Chief Executive prior to commitments as required - setting up and using a bring-forward system so that the Chief Executive is fully prepared for upcoming appointments. The post holder will also communicate diary information to others as needed, including annual leave and cover arrangements.

1.8 Lead on task management on behalf of the CEO, maintaining and helping to prioritise the CEO's list of outstanding tasks and providing appropriate background information and support to facilitate their timely completion.

**2 Information and Office Systems**

**3 Meeting Coordination**

3.1 Arrange meetings and schedules and act as liaison point for all parties concerned, including managing online meetings or booking venues and hospitality as appropriate.

3.2 Undertake the preparation and production of agendas, collating all necessary information and supporting paperwork and ensuring timely distribution.

3.3 Take minutes and records of meetings as required.

**4 Human Resources**

4.1 Administer CDS UK’s day-to-day HR needs, including maintaining up-to-date records for all employees and contractors.

4.2 Monitor, record and manage annual leave, sick leave, personal development plans, training records and related information using agreed software.

4.3 Handle basic enquiries on HR-related matters, referring to CDS UK’s HR Consultant where needed.

4.4 Work alongside the Administrator, who is responsible for organising matters related to recruitment, to ensure that onboarding is handled effectively.

**5 General Responsibilities**

5.1 Despite working wit

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