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Executive Assistant

4 months ago

Birmingham, United Kingdom Grafton Recruitment Full time

Job Title: Executive Assistant
Location: Birmingham, B4
Pay Rate: £11.76 - £14.32 per hour dependant on experience
Hours: Mon-Fri 37.5 Hours per week (08:30am - 16:30pm)
Length of the contract: 4 months initially.
**Duties of the Executive Assistant**
- Act as first point of contact for all communications and deal with all such communications appropriately, including exchange of sensitive information.
- The post holder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times be able to act using the utmost discretion.
- Assimilate, manage and communicate a wide range of information, some of which will be sensitive and complex and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
- Maintain an effective "bring forward" system, ensuring the Executive Director(s) receive papers etc. at appropriate times and that deadlines are adhered to and action is taken as appropriate.
- Undertake complex diary management demonstrating an understanding of the portfolios of work of the Director(s) to prioritise commitments appropriately.
- Effectively manage diaries; prioritising meetings/appointments, as necessary, ensuring the Executive Director(s) has sufficient work/reflective time and all deadlines are met.
- To provide a comprehensive Executive Assistant service, including secretarial service, to the Executive Director(s) to enable them to carry out their duties in an effective and efficient manner balancing the needs of all parties in terms of trust specificand group model work.
- Work flexibly to ensure the Executive Director(s) have adequate support and the office is manned during office hours.
- Organise high level meetings including preparation of agendas, papers and briefings and collation and distribution of papers.
- Take and transcribe accurate minutes of formal meetings in a timely fashion, ensuring that all follow-up action is taken. This is a key part of the role and the post holder must be confident and capable of taking minutes at committee and board level.
- Plan for situations, which are known and be able to reprioritise work to accommodate unexpected situations and interruptions.
- Plan and organise a range of events, including liaising with speakers, sourcing venues, inviting participants and guests and devising and sending details of confirmation of booking and joining instructions etc.
- In consultation with the Executive Director(s) plan work schedules and priorities, meet with the Executive Director(s) regularly to forward plan and update on current issues.
- Undertake specific project work as requested by the Executive Director(s) including creating presentations and reports.
- Coordinate the rolling programme of performance and development reviews and 1:1 meetings, scheduling meetings and ensuring the Executive Director(s) have all relevant information.
- Provide ad-hoc support to other Directors, Managers and leads associated with the Executive Director(s) portfolios.

**Experience Required**
- Evidence of continuing professional development.
- Further or higher education qualification (A-level or degree level).
- Substantial experience of working at a similar level.
- Substantial experience of formal high level minute taking.
- Experience of working with Senior Managers, Executives and Boards.
- Experience and knowledge of administrative procedures.
- Experience of line managing staff.
- Previous NHS or public sector Experience Previous NHS or public sector experience is desirable.
- High standard of computer skills including highly proficient use of Outlook and Word. Competence in Office 365, Excel and PowerPoint.
- Project management skills.
- Excellent verbal and written language and proof-reading skills.
- Ability to produce error-free documents, including correct spelling, punctuation and grammar.
- Ability to compose a wide range of written communications, including analysing and summarising information.
- High level skills for communicating complex and sensitive information with a broad range of contacts including Director(s), Clinical Staff, patients and members of the public.
- Negotiating, networking and persuasive skills.
- Excellent planning, prioritising, organisation and time management skills.
- Fast and accurate keyboarding skills.
- Technical and operational expertise in the use of a range of I.T. platforms, including shared drives, electronic document libraries (including document A/I control), cloud storage facilities, portable computing equipment, and sharing information remotely.
- You operate with openness and honesty and ensure you are approachable in conducting your role.
- Professionalism and understanding difference is key.
- Problem solving skills and ability to respond to sudden unexpected demands.
- Discretion and political sensitivity.
- Ability to work on own initiative and organise own workload with mínimal supervision working to tight and often changing timescales.
- Self-motivation, commitment and enthusiasm and the ability to work calmly under pressure.

Hiring Contact: Chloe Peasgood
Agency: Grafton Recruitment
If you would like any further information about any vacancies before applying, please feel free to contact