Personal Assistant to The Executive Team
2 weeks ago
The post holder will provide high-quality, confidential administrative and secretarial support to the Executive Team, including diary management and minutes of meetings.
They will also support including (but not limited to) Corporate Absence Records, Corporate Appraisal planning and records, VIP visits, managing diary conflicts and uploading meeting papers.
The post holder must prioritise workload on a daily and ad-hoc basis, according to the needs of the organisation and must ensure that deadlines are achieved.
- To contribute fully to the effective running of the CEO & Chair offices, taking ownership for specific tasks as required.
- To act as Personal Assistant to other members of the Executive Team, working on own initiative, managing the diary and commitments and answering queries.
- To assist the Executive Assistants in preparing for Board meetings and sub committees of the Board including meeting room arrangements, refreshments, preparing papers and using Board Effect to circulate the papers.
- To co-ordinate, administer and take minutes at meetings as required.
- To support the Executive Assistants including absence management, appraisal and statutory training for those employees under the corporate cost centres.
- To use the procurement system to raise requisitions for the Executive Team and Lyreco for stationery orders.
- To assist in organising any off-site events/meetings including venue bookings, catering arrangements and menu choices, travel etc.
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please review all documents attached to this advert to ensure you familiarise yourself with all requirements of the job.
The Job Description and Person Specification are attached to this job, please review for the full details and responsibilities.
- To implement policies and proposes changes to practices and procedures for own work area.
- To research information on behalf of the Directors, on specified topics.
- To produce administrative reports as required.
- To meet and greet visitors to the Trust Offices.
- To maintain an effective confidential filing and bring-forward system.
- To assist in the smooth running of the corporate offices.
- To provide annual leave cover for PAs
- Any other duties as may be reasonably required within the scope of the post.
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