Executive Support Officer

2 days ago

Shrewsbury, United Kingdom Your World Healthcare Full time

**Executive Support Officer**

**Location**: Shrewsbury

**Job Type**: Temporary

**Duration of booking**: Expected to last 3-6 months

**Proposed start date**: ASAP

**Sector**: Healthcare

**Base**:Office

**Band**: 4

**Pay Rates**:
£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

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

**Remote working option**: Not an option this is office based

**Travelling for work purposes**:Not Required

**Job Purpose**

The post holder will provide administrative and organisational support within the Executive Support Team. The team comprises a number of Executive Personal Assistants who provide a confidential administrative and secretarial support service to assigned membersof the Trust’s Executive Team

The post holder will be expected to work collaboratively with all colleagues, to undertake assigned daily administration and organisational duties. The post holder will also be expected to provide cover for pre-determined activities during periods of plannedand unforeseen absence. A key part of the role will be to provide secretarial support for assigned operational level Directorate meetings, working closely with the relevant Executive Personal Assistant in this regard.

The role will involve contact on a daily basis with a wide range of stakeholders, both internal and external to the organisation, and the post holder will need to display discretion, courtesy and professionalism at all times. This role will provide a potentiallearning and development opportunity, should the post holder ultimately wish to pursue a career as an Executive Personal Assistant

**Duties**
- Provide secretarial support for operational level meetings, drafting agendas, minute or note taking as appropriate, and undertaking effective scheduling and forward planning
- Daily administration duties including confident use of MS Outlook, Word, PowerPoint, Excel, database and other software packages as required
- Undertake administrative and organisational duties, working collaboratively to provide support across the team at peak periods, and in particular support assigned senior Directorate members
- Act as first point of contact for visitors and stakeholders attending Trust Headquarters, dealing with enquiries or issues in a professional, courteous and diplomatic manner
- Coordinate the Trust HQ incoming mail process, including daily collection and distribution of post, using judgement and knowledge to direct to other areas of the Trust where necessary
- Manage the Executive Meeting Room diary, and ensure the room and equipment therein is kept clean, tidy and well maintained at all times
- Ensure telephone calls into the Executive Support office are answered in the absence or unavailability of relevant colleagues, taking prompt action on responses as necessary
- Provide assistance to Executive Directors who visit or call into the office with queries in the absence of their Executive PA or 'buddy’ PA
- Provide refreshments for meetings and/or order refreshments/catering as necessary
- Ensure the printers on both levels of Trust HQ are available to use, including timely re-ordering of supplies, and speedy reporting of faults
- Ensure the Trust HQ stationery supply is maintained at an effective level, through timely ordering to an agreed stock level, raising requisitions for replenishment as required
- Coordinate Estates and IT requests relevant to the Executive Directors, eg reporting of Estates issues, ordering of door signs, IT requisitions
- Work collaboratively with the CEO Office Admin Assistant with regard to CEO office bookings of the Executive Meeting Room, ensure the CEO Office printer has adequate supplies at all times, including speedy reporting of faults, and that the stationery requirementsof the CEO office are addressed within wider Trust HQ stationery stock level maintenance/orders
- Ensure the Trust HQ kitchen is adequately stocked with provisions and appropriate housekeeping products, and associated recording/admin processes
- Raise and process procurement requisitions via the Oracle system and support with other financial and procurement matters, including supporting the submission of expenses
- Use initiative to prioritise own workload and ensure deadlines are met, exercising discretion as to the degree of urgency, importance and confidentiality required, seeking advice as necessary, against a background of exposure to frequent interruptions toroutine
- Arrange and coordinate internal/external meetings and events, travel and accommodation, as required
- Comply with filing, retrieval and archiving protocols for papers, data and associated documentation
- Provide absence cover, as required, for CEO Office Admin Assistant

**Qualification, Skill and Experience**
- Minute or note taking as appropriate
- NVQ Business Admin Level 3 or previous relevant experience
- Good standard of general education, including GCSE English or equivalent
- Experience of providing admin support in a busy environment
- Excellent skills in Microsoft Outlook, Word, PowerPoint, Excel, database and other software packages as required
- Experience of supporting meetings
- Evidence of ability to work proactively under pressure with mínimal supervision
- 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
- Must have the utmost integrity and regard for the confidential environment in which they will be working.
- Excellent written and verbal communication skills
- 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
- Ability to use initiative as appropriate
- Willing to occasionally travel to either Trust site as required

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