Executive Assistant to Clinical Director

6 months ago

Bromley, United Kingdom Accessible Counselling and Therapy Limited (ACT) Full time

**Part time: 15 hours per week**

**Hours: Tuesday and Wednesday 8:30am to 4:30pm**

**Reports to: Clinical Director**

**Responsible for: Admin Team**

**Purpose of the role**

Provide full administrative and secretarial support at a senior level to the Director to ensure the smooth management of her day-to-day affairs, and most effective use of her time. Management of the admin team and reception. Responsible for maintaining excellent order at all levels of the organisation and in the premises. Handle sensitive and complex issues in a professional and objective manner. Take initiative as appropriate especially in the Director’s absence.

**Main responsibilities**
- Manage Director’s electronic diary, assessing priority of appointments and reallocation as necessary.
- Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.
- Maintain Director’s office systems, including data management and filing.
- Maintain records of Director’s contacts
- Screen calls, enquiries and requests, and deal with them when appropriate
- Assist Director in researching and following up with action on matters which fall within the Director’s responsibility - chasing responses, triggering follow-up action
- Manage the admin team for recruitment, placements, allocations
- Update personnel database
- Typing, formatting, and editing reports, documents, and presentations
- Entering data, maintaining databases, and keeping records
- Liaising with internal and external stakeholders
- Copying, scanning documents, as well as taking notes
- Ordering office supplies and replacements, as well as managing mail and courier services
- Manage cleaning service
- Working closely with the Finance Manager for the smooth running of the service
- Producing documents, briefing papers, reports and presentations
- organising and attending meetings and ensuring the Clinical Director is well prepared for meetings
- Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers.
- Meet and greet visitors
- Supervise all Trust incoming/outgoing mail.
- Any other duties as may reasonably be required by the Clinical Director
- Liaising with clients, suppliers and other staff
- Observing best business practices and etiquette

**Organisation**
- Participate in 1:1s, performance and development, compulsory training programme
- Attend and participate in service/team meetings
- Work within the framework of ACT’s policies and procedures
- Promote the values, behaviours and ethos of ACT
- Respond and report on safeguarding concerns in line with the ACT’s safeguarding policy and procedure
- Undertake any other reasonable duties as and when required

**Qualifications and requirements**:

- High school diploma or GED.
- Certification in secretarial work, office administration, or related training is desirable
- 1-2 years of experience as admin or personal assistant would be advantageous.
- Extensive experience in creating documents and spreadsheets, using office software such as MS Word, Excel, and PowerPoint.
- Advanced typing, note-taking, recordkeeping, and organizational skills.
- Ability to manage internal and external correspondence.
- Working knowledge of printers, copiers, scanners, and fax machines.
- Excellent written and verbal communication skills.
- Exceptional interpersonal skills
- excellent word processing and IT skills, including knowledge of a range of software packages
- the ability to work under pressure and to tight deadlines
- good organisational and time management skills
- the ability to research, digest, analyse and present material clearly and concisely
- the ability to work on your own initiative
- honesty and reliability
- attention to detail
- flexibility and adaptability to juggle a range of different tasks and to work extra hours to meet deadlines
- discretion and an understanding of confidentiality issues

**Interviews will be taking place from the week commencing 4th March.**

**Job Type**: Part-time

**Salary**: £12,480.00 per year

Expected hours: 15 per week

**Benefits**:

- Company pension

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administrative: 1 year (preferred)

Work authorisation:

- United Kingdom (required)

Ability to Commute:

- Bromley (required)

Work Location: In person

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