Executive Assistant to Trust Executive Director
5 months ago
A great opportunity has arisen to provide competent and effective administrative support to an Executive Director.
We are looking for someone who can effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. The ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.
This is an important role, interfacing on a regular basis with the Board, the Executive Team, senior managers and a wide variety of Trust staff and external organisations/individuals.
Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.
At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.
Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.
We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we’d love you to join us
DU T IES AND RESPONSIBILITIES
Management Support
Provide accurate, prompt and efficient administrative support to the Executive Director(s) and Trust Management team, which may include supporting the production of presentations / spreadsheets and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism.
To support budgetary responsibilities for the Executive Director(s) including procurements and requisitions. Check expenses claims.
To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings.
Support Committee meetings as required, support associated groups and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc. Provide support to executive meetings with local partners and with NHSE.
Act as an effective channel of communication between the Executive Director(s) and the rest of the organisation.
Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive Director(s) and team (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.
Support the Executive Director(s) with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.
To programme regular executive director site visits, maintaining the feedback reports and associated database.
Communication
Act as the first point of contact for the Executive Director(s), dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system.
The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders on behalf of the Executive Director(s), including service users and carers, Governors, clinicians and senior leaders across the Integrated Care Boards and Partnerships.
Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.
Manage complaints calls and letters from service users, carers and the wider public, MPs and other stakeholders etc, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.
Liaise internally and externally in a professional manner providing relevant and timely information. Manage confidential and sensitive information. Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.
Service Development
Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.
Knowledge & Training
Maintain own professional dev
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