Executive Assistant to Directors

2 weeks ago

Lincoln, Lincolnshire, United Kingdom Lincolnshire Partnership NHS Foundation Trust Full time
Job Description

About the Role

We are seeking an experienced and skilled Executive Assistant to provide high-level administrative support to our Executive Team. The successful candidate will be responsible for providing efficient and effective secretarial and administrative support to the Executive Team, including the preparation and circulation of agendas and supporting documentation, and the production of high-quality and timely minutes.

Key Responsibilities

  • Provide administrative support to the Executive Team, including diary management, email management, and document preparation.
  • Prepare and circulate agendas and supporting documentation for meetings, and produce high-quality and timely minutes.
  • Provide a full and efficient secretarial and clerical service to Directors, including dealing with incoming and outgoing mail, and ensuring good communication flows, both internally and externally.
  • Develop a positive working relationship with Directors and put in place key systems to enable the Directors to have access to all necessary documentation, when working on and off site.
  • Handle incoming and outgoing telephone calls in a polite and efficient manner, responding appropriately to callers, and maintaining strict confidentiality at all times.
  • Provide and receive sensitive and sometimes potentially contentious information on behalf of the Executive Team in a courteous manner, maintaining confidentiality at all times.
  • Maintain diaries, to both maximise and ensure most effective use of Directors time, arranging appointments and meetings as necessary, and to have the ability to deal with short notice planning and last minute changes.
  • Receiving, prioritising and organising appropriate action/distribution of incoming and outgoing mail, and monitoring and action as appropriate e-mails received by the Directors.
  • Maintain all records, both paper and electronic, in accordance with Trust Records and IG procedures, and instituting systems and version control maintenance where required.
  • Provide an efficient and comprehensive administration service for those meetings detailed in this job description, including the preparation and circulation of agendas and supporting documentation, and the production of high-quality and timely minutes.
  • Attend meetings and produce high-quality and timely minutes, ensuring all attendees are clear of any actions that arise from these meetings.
  • Organise meetings on behalf of Directors, and where required, attend meetings and take minutes.
  • Support the Trust's vision to become paperless, and encourage Directors to do the same.
  • Recognise the importance of maintaining strict confidentiality in respect of information regarding patients and staff, and adhere to the Data Protection Act.
  • Introduce and implement new policies, systems and procedures in relation to the smooth running of the office.
  • Comply with Health and Safety Policies, reporting all accidents and incidents to the appropriate manager.
  • Undertake mandatory training, and participate in the appraisal process, and in suggested initiatives for personal development.
  • Assist with the recruitment of, and supervise an Apprentice, in accordance with policy, and ensure that they undertake mandatory training, and participate in the supervision and appraisal process.
  • Act on behalf of senior staff in their absence, by making rapid and accurate assessment of urgent/delicate situations, and disseminating or referring for advice to appropriate personnel, as required, in order to ensure deadlines are met.
  • Be responsible for authorising non-pay budgets, as delegated by Directors, as per the Trust's purchasing policy, and ensure that all equipment and resources within the department are maintained and work effectively at all times.
  • Monitor sickness and absence, and complete Healthroster for Director direct reports, producing reports and statistics as required.
  • Assist the Directors by researching, obtaining, and preparing information for the production of reports and other documentation, as required.
  • Provide cover in the absence of PA colleagues, to ensure continuity of an efficient and effective administrative service to the Executive Team.
  • Recognise the need for flexible working, and be willing to undertake extra duties, as and when required, that are commensurate with the grade and responsibilities of the post, including providing cover for other admin staff within the service.

Person Specification

Qualifications

  • RSA III/Diploma level qualification in Word processing and shorthand, or equivalent in typing/word-processing.
  • NVQ 4 in Business Administration, or equivalent experience.
  • English language 'O' level/GCSE, or equivalent.
  • Willingness to undertake additional training, as necessary.
  • Audio Typing.

Experience

  • Relevant experience with all Microsoft 'Office' packages.
  • Relevant secretarial experience.
  • Experience in working with senior managers, and in managing confidential issues and matters.
  • Excellent organisational and time management skills.
  • Experience of co-ordinating and collaborative working.

Skills

  • Excellent organisational skills.
  • Diary management skills.
  • Ability to take and produce formal minutes of meetings at a senior management level.
  • Ability to adapt to change, and to develop services and systems to meet changing requirements.
  • Excellent communication skills, both written and verbal.
  • To be able to travel without the use of public transport, to participate in meetings and training in other parts of the county.

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