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Senior Executive Assistant
2 months ago
Position Overview
We are seeking a dedicated, proactive, and resourceful individual to join our organization in a temporary capacity to provide Executive Assistant support to our Chief Operating Officer. This role is essential in ensuring the smooth operation of executive functions within our healthcare setting.
The ideal candidate will demonstrate a high level of initiative and sound judgment to effectively manage their responsibilities. The position demands the ability to thrive in a dynamic environment, requiring exceptional communication skills and proficiency in the Microsoft Office suite. The successful applicant will remain composed while juggling multiple priorities that must be addressed within stringent deadlines.
Key Responsibilities
This role is primarily office-based, with the potential for remote work as dictated by operational needs. It offers a unique opportunity to enhance skills and gain experience by supporting the Executive Directors and Senior Management Team.
- Utilize independent judgment to efficiently organize and oversee the management of the schedules of Executive Directors, coordinating appointments, arranging meetings, and making necessary adjustments while liaising with all relevant parties.
- Serve as a primary point of contact for clinicians, staff, and external stakeholders, including representatives from various healthcare organizations, ensuring effective communication and handling sensitive matters with discretion.
- Organize and facilitate both internal and external meetings, preparing initial agendas and ensuring timely distribution of relevant documents.
- Manage incoming and outgoing correspondence, ensuring that urgent communications are flagged and addressed appropriately in the absence of the Executive Director.
About Our Organization
At our institution, we are committed to delivering exceptional healthcare services to children and young people. Our strategic objectives include:
- Providing Outstanding Patient Care
- Creating a Brilliant Workplace
- Leading in Children's Health
We collaborate effectively with local, regional, and national partners to deliver comprehensive healthcare across various settings. Our clinicians are recognized for their expertise, both nationally and internationally.
We take pride in our welcoming and supportive environment, guided by our core values: Compassion, Accountability, Respect, and Excellence. Our dedicated team of nearly 4000 professionals embodies these values, ensuring that our patients and their families receive compassionate care.
Job Specific Duties
- Independently manage the diaries of Executive Directors, coordinating appointments and meetings while ensuring effective communication with all stakeholders.
- Attend executive meetings, taking detailed minutes and tracking action items for follow-up.
- Support the Corporate Executive Support Team in delivering business support to the Management Team, ensuring alignment with the Trust's objectives.
- Handle inquiries from internal and external stakeholders on behalf of the Executive Team, promoting a positive image of the organization.
- Proactively manage incoming correspondence, ensuring timely responses and appropriate action on urgent matters.
- Facilitate the organization of various events, including conferences, ensuring all logistical details are managed effectively.
- Coordinate travel arrangements for Executive Directors, ensuring cost-effectiveness and efficiency.
- Maintain a thorough understanding of organizational policies and procedures to support effective operations.
- Assist in recruitment processes as required, including arranging interviews and onboarding new staff.
Communication and Relationships
- Act as a liaison for clinicians and external stakeholders, managing sensitive communications with professionalism.
- Respond promptly to inquiries, ensuring accurate information is provided and appropriate actions are taken.
- Provide coverage for other team members during absences, ensuring continuity of service.
- Build and maintain relationships with a diverse range of external organizations and individuals.
Information Management
- Compile and prepare reports and presentations for Executive Directors, ensuring data accuracy and compliance with organizational guidelines.
- Maintain organized electronic files and ensure proper archiving of documents.
- Manage the distribution of confidential meeting materials in accordance with organizational policies.
Commitment to Inclusion
We are dedicated to fostering an inclusive workplace and actively support applicants from diverse backgrounds. We encourage individuals with additional needs to reach out for assistance during the recruitment process.
Core Values
Our organization is committed to delivering high-quality patient care, guided by our core values:
- Compassion: Leading with kindness and empathy.
- Accountability: Taking responsibility for our actions.
- Respect: Valuing diversity and promoting inclusion.
- Excellence: Striving for the highest standards in care.
Qualifications and Experience
Essential
- 6 GCSEs at Grade 4 or above, including English Language.
- NVQ Level 4 in Business Administration or equivalent experience.
- Experience in a complex environment, managing schedules and priorities.
- Strong communication skills, both written and verbal.
- Proficient in Microsoft Office and excellent organizational abilities.
Desirable
- Experience in a healthcare setting.
- Experience supporting senior personnel or working at a senior administrative level.
We look forward to welcoming a new member to our team who shares our commitment to providing exceptional care and support.
