Executive Support Officer
4 weeks ago
We are seeking an experienced and skilled Executive Support Officer to join our team at The Mid Yorkshire Teaching NHS Trust. As an Executive Support Officer, you will provide high-quality administrative support to our Executive Directors, ensuring the smooth operation of their offices and contributing to the success of our organization.
Key Responsibilities:- Provide comprehensive administrative support to Executive Directors, including diary management, inbox management, and preparation of reports and documents.
- Manage the Executive Directors' diaries and commitments, ensuring that deadlines and appointments are met.
- Proactively manage the Executive Directors' inbox and workload, acting independently and with discretion to make informed decisions and draft responses.
- Carry out research on behalf of the Executive Directors, assisting in the preparation of internal and external reports, presentations, and other communication materials.
- Handle complex and sensitive queries in writing, by telephone, or in person from colleagues, patients, external parties, and other health-related organizations.
- Work using own initiative to determine what help and support can be provided, assist accordingly, and have the ability to deal with a number of tasks at the same time often with conflicting short timescales.
- Organize, establish, and maintain an effective and comprehensive electronic record-keeping system, ensuring that correspondence, papers, and other confidential items are kept accessible and secure.
- Support the Executive Directors in their role as lead director for Trust policies, ensuring effective control mechanisms are in place and policies remain in date.
- Deal with any complaints received in an empathetic manner, triaging calls and passing on information to the appropriate person/department, ensuring follow-up occurs in an agreed timeframe.
- Substantial experience of providing support to a Senior Manager/Director.
- Experience of taking comprehensive and accurate formal minutes.
- Diary management experience.
- Working as part of a team.
- Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately.
- Experience working in a confidential environment and adhering to office procedures, policies, and protocols.
- Experience of working independently and using own initiative, including prioritization of own workload and autonomy.
- Analytical and report writing skills.
- Experience of managing, maintaining, and developing registers, databases, and systems.
- Audio typing.
- Experience of working in a busy office environment within a large organization.
- Experience of following documented administrative processes.
- Previous NHS experience or other similar healthcare environment.
- Educated to Degree level in a relevant discipline or equivalent experience.
- General Education to GCSE level or equivalent (4 GCSEs Grade C or above).
- Appropriate IT qualifications, ECDL, CLAIT, etc., or significant experience of Microsoft Office packages, including Word, Outlook, Excel, PowerPoint, and Microsoft Teams.
- RSA III, word processing, or speed typing qualifications or equivalent experience.
- Ability to liaise with all grades of staff, both internally and externally.
- High degree of attention to detail and accuracy in production of work.
- Ability to work unsupervised, using a high level of initiative. Ability to work to deadlines and in a pressurized environment, identifying errors quickly and easily.
- Display a flexible working attitude.
- Ability to work with constant interruptions from telephone calls and visitors coming into the office.
- Excellent communication skills.
- Ability to provide administrative support to committees and meetings as well as knowledge of effective meeting administrative processes.
- Ability to organize and prioritize workload.
- Ability to collate and format reports and presentations.
- Understanding of the NHS infrastructure and terminology.
- Excellent attention to detail and proven organizational and forward planning skills.
- Capability to streamline administration processes to improve effectiveness and best practice.
We are an equal opportunities employer and welcome applications from all qualified candidates. If you are a motivated and organized individual with excellent communication skills, we encourage you to apply for this exciting opportunity.
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