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Personal Assistant to Group Executive Director

7 months ago

Gateshead, United Kingdom Gateshead Health NHS Foundation Trust Full time

1 The post holder will be responsible for the overall administration of a number of meetings and supporting committees including co-ordination of yearly plan of meetings, booking venues, preparation of agenda/supporting papers, taking minutes and taking relevant follow up action. 2 The post holder will play a key role in communication between the Directors and people within and outside of the organization. They will also work in close collaboration with the other members of the Team and the Executive Management Team. 3 The post holder will maintain all diaries to ensure the most effective use of the Directors' time, arranging appointments and meetings as necessary and to have the ability to deal with short notice planning and last minute changes.

7 A recognised secretarial qualification to at least RSA III standard (or equivalent) typewriting. 8 The post holder will be required to take accurate formal minutes at senior level management meetings and committees. They will be able to take and transcribe formal minutes and action plans for the meetings providing a true record of proceedings. 9 The post holder should have knowledge in respect of the whole ethos of the NHS.

10 The post holder must be proficient in all aspects of office technology in order to prepare databases, presentations, complex documentation and minutes of meetings. 11 Experience in organising meeting schedules and events involving high level participation, taking into account appropriate venues/accommodation/refreshments required. 12 Formulate the agenda for meetings manage the receipt and co-ordination of agenda and documents. 13 Ensure that appropriate meeting facilities are available.

14 Maintain action records of meetings, sharing actions as appropriate. 15 They will use their judgment in prioritising tasks, liaising with Directors a required. 16 Undertake ad hoc duties in relation to Executive Director business. 17 Support the Executive Management Team when dealing with and resolving matters that may be confidential, sensitive, complex or contentious on a daily basis.

18 Ensure the security of confidentiality and sensitive documents. 19 Support the co-ordination of visits by external parties on behalf of the Management Team. 20 It is essential the post holder has a high level of planning experience, ensuring that management and members of supporting committees, are kept up to date of events and actions from the meetings and that these are followed up in a timely manner. 21 They must be able to interpret and communicate complex information to health service professionals and outside bodies in a meaningful manner ensuring compliance with instructions.

22 The post holder must be able to analyse, take initiative and react positively and swiftly to situations requiring urgent attention ensuring that relevant personnel are kept informed of events and decisions taken. 23 The post holder will be required to have advanced keyboard skills. 24 They will be required to develop standard operating procedures for their own area as well as working within the standard operating procedures within place across the office. 25 The post holder will work both independently and as a discrete member of the team, managing their own heavy workload within priorities and strict deadlines as set by the Directors.

26 They will work unsupervised having the freedom to use their own experience, knowledge and initiative to make appropriate decisions in relation to the post. The post holder will be required to field all calls to the Directors and use their experience to triage high priority calls. 27 The post holder will have excellent interpersonal and communication skills in order to deal effectively and efficiently with complex situations that arise requiring tact, diplomacy, sensitivity and persuasion. 28 They will act as a key link and central point of contact to the Directors for personnel from all disciplines, providing information and advice as necessary.