Executive Assistant

5 days ago

Poole, United Kingdom CV-Library Full time

Our client is looking for an Executive Assistant (EA) to Chief Executive and Chair, the role will include the following:

* This is to work with CEO and manage their busy diary

* Complaints management

* Minutes x 1 per month

* Dealing with service stakeholders both internal and external

* Dealing with patients by emails, phones and very occasionally in person.

Please note that previous secretarial NHS experience is a must / essential

Executive Assistant (EA) to Chief Executive and Chair

Location: Poole and Bournemouth

* The successful candidate will need to be flexible to travel to both sites to support Chief Executive and Chair

* This is very little opportunity for hybrid working

Job Type: Temporary

Duration of booking: This is a temporary role expected to be for 3 months and likely to be longer

Proposed start date: ASAP

Sector: Healthcare

Working environment: Hospitals

Pay Rates:

Band 5

£12.70-£15.50 paye per hour

£14.00-£17.00 paye inclusive of holiday pay per hour

£16.00-£19.50 umbrella per hour

Depending on skill and experience

Working Days and Hours: Monday -Friday, 8.30am to 4.30pm

Hybrid: Not applicable

Job Purpose

* To provide high quality administration and efficient support as the EA to the Chief Executive and Chair.

* The postholder will be expected to work flexibly across the Poole and Bournemouth sites.

* The EA manages the Chief Executive’s and Chair’s diaries which takes up a significant part of the workload.

* Alignment of diaries across large numbers of busy executives and clinical leads is a challenging part of the role.

* In addition to internal liaison, the EA communicates with stakeholder organisations on a regular basis including the CQC, local MPs, NHS, NHS England, other NHS Trusts, BPC and Dorset Councils, and other organisations outside of Dorset.

* Due to changing priorities both locally and nationally, diaries require constant revision. It is important that the post-holder can manage this key element of the role.

* The EA acts as the first point of contact, including managing all incoming mail and email, telephone calls and messages.

* This will include answering calls from the public and patients who are seeking to speak to the Chief Executive and Chair, including complainants.

* The post holder will need to develop a close working relationship with the CEO and Chair, ensuring an agreed approach to workload management.

* The role is line managed by the Business Manager to the Chief Executive and Chair who offers professional and day-to-day support and covers the post during periods of annual leave.

* The EA also is responsible for supporting the monthly Trust Management Group producing minutes and action trackers.

Duties

* Provide effective and efficient diary management for both the Chief Executive and Chair at all times assessing the appropriateness of meeting timings and arrangements with the intent of improving their productivity;

* Managing the Chief Executive and Chair's correspondence, via mail and email;

* Responsible for the opening, recording and distribution of post;

* Identify, draft and type all routine and ad hoc correspondence and reports, on behalf of the Chief Executive and Chair;

* To be the first point of contact in person and by telephone;

* Use own initiative to plan time effectively and prioritise all incoming work on a daily basis, including responding quickly, appropriately and communicating clearly in relation to urgent/important and unpredictable issues ensuring a high-quality administrative service;

* Administrate meetings by preparing agendas and taking, producing and circulating accurate minutes of meetings;

* Create action trackers and follow-up outstanding issues which emerge from the Chief Executive's and Chair's work and meetings;

* Deal with staff, patients and external organisations in a professional and courteous manner and therefore maintaining effective communication on behalf of the Chief Executive and Chair, as an ambassador for UHD;

* To organise meeting venues, presentation equipment and catering arrangements, as required;

* To work autonomously in the absence of the Chief Executive and Chair (and Business Manager to Chief Executive);

* Actively participate in and support process improvement projects, including continuous review and development of business processes within the Executive function

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