Executive Support Specialist

3 weeks ago

Plymouth, Plymouth, United Kingdom Fuller and Forbes Partnership Full time

Job Overview

The Executive Support Specialist plays a vital role in assisting the Practice Manager, aimed at improving managerial productivity through extensive administrative and secretarial assistance. This role encompasses managing communications, organizing appointments, preparing documentation, and safeguarding sensitive information with utmost confidentiality.

The Specialist is essential for the seamless operation of the practice, ensuring effective communication between the Practice Manager, staff members, and external partners. This position requires exceptional organizational capabilities, meticulous attention to detail, and the ability to handle multiple tasks efficiently in a fast-paced environment. Additionally, the Specialist will aid in meeting preparations, office system management, and the coordination of managerial projects and tasks.

Key Responsibilities

Administrative Assistance:

- Communication Management: Oversee incoming and outgoing communications, including emails and phone calls, ensuring prompt and accurate responses.

- Document Preparation: Draft, format, and create documents such as reports, memos, and presentations to support the Practice Manager's needs.

- Meeting Coordination: Organize and schedule meetings, prepare agendas, distribute information to participants, and take comprehensive minutes to record discussions and decisions.

- Reporting: Compile and prepare reports, notifications, and alerts as necessary.

Schedule Coordination:

- Diary Management: Maintain the Practice Manager's calendar, schedule appointments, and coordinate engagements to optimize time efficiency.

- Travel Coordination: Arrange and book travel, including accommodations and itineraries, ensuring the Practice Manager's schedule is both efficient and cost-effective.

Project Assistance:

- Project Support: Assist with projects from initiation to completion, including data collection, analysis, and presentation of results.

- Event Coordination: Help organize and execute practice events, including training sessions and patient engagement activities.

Communication Facilitation:

- Internal Liaison: Serve as a point of contact between the Practice Manager and other departments, ensuring smooth information flow.

- External Relations: Manage relationships with external stakeholders, including suppliers and healthcare partners, to maintain productive connections.

Record Keeping and Data Management:

- Confidentiality Assurance: Handle sensitive information with discretion and in compliance with privacy regulations.

- Database Management: Update and maintain administrative databases, ensuring all data is accurate, current, and securely stored.

Financial Management:

- Expense Management: Oversee and process expenses for the Practice Manager, ensuring timely and accurate reimbursement.

- Budget Monitoring: Assist in tracking and recording departmental expenditures against the budget, providing reports to the Practice Manager.

Office Management:

- Supply Management: Monitor office supplies inventory and reorder as necessary to prevent shortages.

- Facilities Management: Assist in overseeing office facilities and collaborate with service providers to ensure a safe and functional working environment.

Additional Information

The role of Executive Support Specialist is diverse and evolving. Therefore, this job description is not exhaustive, and the post holder may be expected to perform other tasks and duties typically associated with this role.

Candidate Profile

Required Experience

  • Proven experience in an executive support role.
  • Experience in managing confidential information and supporting senior management.
  • Exceptional organizational and time management skills.
  • Advanced proficiency in Microsoft Office Suite.
  • Excellent written and verbal communication abilities.
  • Strong interpersonal skills.
  • Competence in project management support.
  • Ability to work independently and collaboratively on complex and confidential projects.
  • High level of accuracy and attention to detail in all tasks.

Preferred Qualifications

  • Proficiency in using relevant software and digital communication tools.
  • High degree of discretion and professional judgment.
  • Flexibility and adaptability to changing priorities and high-pressure situations.
  • Commitment to ongoing professional development.
  • Initiative and problem-solving skills.
  • Excellent customer service orientation.

Educational Background

  • Higher National Diploma (HND) or equivalent in Business Administration, Secretarial Studies, or a related field, or equivalent experience.
  • Additional qualifications in office management or executive support are advantageous.

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