Administrative Assistant

An exciting opportunity has arisen for a highly motivated Administrative Assistant to join the East of England Ambulance Service.

We are looking for someone who can give administration support initially to the Head of Operational Projects and Delivery but eventually may include other senior managers within the Operations directorate as well.

Reporting to the Chief Operating Officer Executive Support Manager, you will need to ensure the smooth running and administration of the Operational Projects and Delivery Office. You will be required to assist with all administrative related tasks including diary management, meeting arranging, minute taking etc.

This is an excellent opportunity to provide a professional, comprehensive, and efficient service that promotes excellence. You will also be the first point of contact and will require a high level of initiative and organisational skills.

You must also have a good standard of general education and it is essential that you are IT literate with well-developed verbal and written communication skills. You should also have excellent customer care skills with a positive attitude.

Your base will be variable and flexible. There will be a mixture of working from home and travel to various locations including Melbourn / Chelmsford if and when required.

If you share our passion for high performance, continuous improvement, and exceptional standards of customer service, are self-motivated, can work with all types of people and have a professional outlook to work, then we would love to hear from you.

1.1 Compile, manage, and co-ordinate the complex diary/calendar of meetings using Microsoft outlook and Microsoft Teams. This includes the booking of venues and meeting rooms in advance, organising hospitality if appropriate and informing all attendees of arrangements.
1.2 Prepare agendas, collate, and distribute meeting papers in accordance with agreed deadlines and attend and take minutes of meetings as and when required.
1.2 Follow up on actions arising out of those meetings issuing reminders to workstream leads in a timely manner.
1.3 Take responsibility for ensuring the Head of Operational Projects & Delivery & other assigned senior managers are provided with high quality briefings to inform meeting with others and or decisions that s/he needs to take.
1.5 Supporting the Head of Operational Projects & Delivery and other senior managers in their roles, developing and maintaining effective working relationships and becoming a key link and information source for these individuals.
1.6 Word process correspondence, reports, invoices, minutes and agendas to a high standard of presentation using Microsoft Word, Excel and Powerpoint packages, in line with the Trust guidelines and within agreed timescales.
1.7 The postholder will be required to communicate effectively with the Head of Operational Projects & Delivery and other assigned senior managers, often under pressure, to obtain information which may have been requested with little notice.
1.8 Support the Head of Operational Projects & Delivery and other assigned senior managers with systems and processes to ensure sector compliance with mandatory standards.
1.9 Ensure that relevant employee information is held securely and in line with the provisions of the Data Protection and Freedom of Information Acts.
1.10 Propose changes to own project, service, and initiative work, informing policy and making recommendations for more effective operational delivery.
1.11 Use analytical skills to identify required project information and pay attention to detail when processing such information, ensuring this is regularly updated and provided to the Head of Operational Projects & Delivery and other assigned senior managers when requested.

1.12 Provide data and information using Microsoft Excel or Sharepoint databases, which may include maintenance and manipulation of the data held. Undertake specific delegated projects or assignments as required.
1.13 Ensure that progress against the Team’s actions are tracked and completed on time, within the parameters set down by the Head of Operational Projects & Delivery and other assigned senior managers.
1.14 In conjunction with the Head of Operating Projects & Delivery and other assigned senior managers, produce routine reports for the Operational Managers.
1.15 Develop and design of systems to track and monitor actions of the Operational team.
1.16 Support the Operational Managers to continually monitor the usefulness of information provided and suggest or action adjustments to the format where necessary.
1.17 Respond appropriately to “emergency” requests for information in the absence of the Head of Operational Projects & Delivery and other assigned senior managers, ensuring that advice is sought from the Chief Operating Officer Executive Support Manager prior to release.
1.18 The postholder will be required to maintain concentration whilst preparing correspondence etc whilst frequent