Executive Assistant

5 months ago

East Grinstead, United Kingdom Queen Victoria Hospital NHS Foundation Trust Full time

**Duties**: Provide a discreet and confidential support role using own initiative, dealing with sensitive and complex information on a regular basis and communicating complex and sensitive information to staff at all levels of the organisation as and when required To build and manage effective working relationships with a wide range of key individuals, working groups and representatives of organisations. Using judgement when prioritising mail, managing multiple complex diaries and resolving day to day issues Researching subjects for executive directors, using sources from inside and outside of the NHS, as appropriate. Analysing, summarising and presenting the information, which may be complex, in a format that meets their requirements Planning and organising events, meetings and workshops with both internal and external stakeholders including selection of the venue, organising invitees, travel and the provision of materials for the event working closely with the executive director Administrating meetings and distributing papers and agendas in a timely manner Taking formal and informal minutes directly onto a laptop, capturing key points of discussion and managing follow-up actions Responding to correspondence in an appropriate manner, drafting replies on behalf of team members as required Collating reports, gathering and formatting information from a number of sources To work collaboratively with other executive assistants to promote effective management of priorities and workflow Provide cover for other executive assistants in times of annual leave and sickness absence Train new members of staff in systems and filing procedures within the corporate affairs team and within executive directors area of business Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data Support internal and external audit teams by providing information and files where appropriate Work autonomously acting on own initiative to prioritise Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner Publish and update accurate information on the Trusts Intranet and website as required in accordance with the relevant policies Proactive in proposing improvements to administrative procedures within the corporate affairs team and within executive directors areas of business implementing changes, involving or advising other members of staff as appropriate Maintain core communication databases and contact lists Establish and maintain electronic filing systems for the prompt retrieval of information Maintain absence records for Directors on Health Roster Maintain appraisal and training records on behalf of Directors, prompting where action must be taken To undertake any other reasonable duties, responsibilities or projects commensurate with this role as required Skills: Fully conversant with MS Office applications (Word, Powerpoint, Excel, Outlook and Intranet/ Internet) 60 wpm touch-typing (RSA3 equivalent) High standard of verbal and written communication skills Good attention to detail and accuracy whilst working within strict deadlines Excellent interpersonal skills including integrity, confidentiality and discretion Minute taking without use of audio recording devices, at both formal and informal meetings Decision making skills including negotiation and persuasion Ability to prioritise and use own initiative, working with mínimal supervision

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