Personal Executive Coordinator

3 weeks ago

Reading, Reading, United Kingdom Royal Berkshire NHS Foundation Trust Full time

Position Overview

The role of Personal Executive Coordinator is essential in delivering a comprehensive support service to designated executives, ensuring they receive the necessary assistance to enhance their effectiveness in their roles.

As a key member of the administrative support team, you will also contribute to maintaining a consistent and high-quality service by assisting the Chairman and all executives as required.

Main Responsibilities

  • To provide a quality personal assistant service to the Chairman and the Executive team, including:
  • Offering secretarial support during the absence of a colleague or during peak workload periods.
  • Collaborating closely with other members of the administrative support team.
  • Participating in reviews of administrative systems and processes to propose enhancements.
  • Supporting all team members to ensure the effective functioning of the group.

About the Organization

This position presents an exciting opportunity to join a dynamic corporate governance team. Reporting to the Trust Secretary, you will play a pivotal role in delivering a professional and efficient personal assistant service to Trust executives.

The ideal candidate will possess exceptional organizational, administrative, and interpersonal skills, along with strong communication abilities. You should demonstrate high standards of discretion, diplomacy, and integrity in your work.

Key Duties

  1. Deliver a comprehensive personal assistant service to designated executives, ensuring smooth organization and execution of their responsibilities.
  2. Act as the primary point of contact for visitors and callers, providing them with the necessary information and guidance.
  3. Make informed judgments and take necessary actions to resolve inquiries and requests from various stakeholders.
  4. Keep executives fully briefed on emerging issues, prioritizing matters as needed.
  5. Manage executive calendars, making decisions on appointments based on priorities and commitments.
  6. Establish and maintain a network of key relationships to facilitate the executives' responsibilities.
  7. Communicate and correspond on behalf of executives with senior managers and external organizations regarding sensitive and complex issues.
  8. Prepare and format correspondence, reports, and presentations as required.
  9. Ensure the timely provision of information for Board reports.
  10. Organize and take minutes for meetings as needed.
  11. Implement and maintain effective systems for managing electronic and paper information resources.
  12. Develop monitoring systems for obtaining necessary information and reports.
  13. Coordinate arrangements for handling formal complaints and grievances as required.

Qualifications and Experience

Essential

  • Good general education or equivalent knowledge and skills gained through various experiences.
  • RSA II or equivalent qualifications.
  • Significant experience as a senior secretary or personal assistant in a senior management context.

Desirable

  • Experience in a complex organizational environment, such as the NHS or public sector.

Skills and Attributes

Essential

  • Strong communication skills, both verbal and written, to engage with various stakeholders.
  • Ability to take and transcribe formal minutes accurately.

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