Executive Assistant and Business Support

5 months ago

London, United Kingdom LDP Business Services Full time

**The Company**

A provider of healthcare support services partnering with and supporting healthcare providers in providing world class patient care, with all profits and cost savings reinvested in the NHS.

Providing a fully managed service across all clinical areas which includes providing all required clinical supplies and equipment along with maintenance, training and technical support, endoscopy decontamination, sterile services, renal dialysis support, outpatients pharmacy, radiology IT, transformation and project management, also running a procurement and contract management service for all departments.

**Operational Organisation**

To provide administrative services including diary management, coordinating and booking meetings, planning events and organising correspondence for the Director of Managed Services and the Senior Management Team.

To manage the Director and Senior Management Team’s appointments in the most effective way to ensure the best use of their time.

To manage and maintain the Managed Services Team intranet ensuring that it is kept up to date.

To support good corporate governance by the effective management of meetings. This would involve;
- Proactively developing draft agendas within appropriate timescales
- Maintaining meeting work plans
- Discussing draft agendas with the director / senior management team
- Circulating agreed agendas and requesting papers in a timely manner

The post holder is responsible for the proactive management of tasks relating to corporate governance and for establishing appropriate systems to ensure compliance.

On behalf of the Director of Managed Service and the Senior Management Team, coordinate staff appraisals, 1:1s, absence reporting and annual leave for the directorate / direct reports.

To be responsible for the organisation and administration of recruitment for the Directorate ensuring the Managed Services recruitment tracker is up-to-date, interviews are scheduled, interview packs are collated and induction programmes are planned as agreed with the relevant Senior Manager.

To create organisational charts for the different areas within Managed Services and ensure they are maintained at all times.

To support the development and ongoing review of local induction programme to ensure new starters within Managed Services are equipped to deliver their responsibilities effectively and efficiently.

To coordinate shadowing and induction requests for staff requiring an overview of Managed Services.

Business Support to the Director of Managed Services and the Senior Management Team

To manage actions relating to outcomes required by our customers, liaising with internal and external colleagues to ensure they are completed and communicated effectively.

To proactively coordinate and manage urgent demands required by our customers and staff, reacting promptly when requested, to ensure the relevant senior member of the team can adequately respond in a timely manner.

To anticipate potential problems and coordinate solutions for the Director and Senior Management Team.

To draft initial reports, presentations, letters and other correspondence on behalf of the directorate, using MS Word, Excel, PowerPoint, Outlook and the internet to the highest standard and within agreed deadlines.

To support the Director and Senior Management Team in managing ad-hoc operational requests; gathering requirements, raising purchase orders, chasing suppliers, receipting items.

To work with the Director and Senior Management Team to identify, create and implement change to processes that require improvements to enhance efficiency.

To support the implementation of projects, service improvements and initiatives through timely and relevant information analysis and administrative support, in accordance with the agreed priorities.

To ensure processes and systems used within the directorate reflect best practice; proposing and testing new concepts, models, methods and practices to improve the processes.

To maintain existing systems used within the directorate and to propose improvements, where necessary.

To use technology to propose and drive improvements to existing and new processes.

**Main Responsibilities**

To manage a diverse workload efficiently and effectively in order to ensure that the Director and Senior Management Team keeps on track of all aspects of the current workload, as well as supporting future business planning processes.

To handle and deliver decisions and actions without constant reference to the Director or Senior Management Team; balancing when an issue needs to be escalated.

To horizon scan and flag key pieces of work or potential issues that the Director or Senior Management Team would need to be aware of.

Upon request, to monitor and maintain an in-box management system established for the Director and / or Senior Management Team.

To coordinate, attend and take minutes and actions as required by the Director or Senior Management Team, and e

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