Senior Executive Assistant

A great opportunity has arisen to provide competent and effective administrative support to the Chief Strategy, Improvement and Partnerships Officer.

We are looking for someone who can effectively prioritise work and plan ahead using initiative and excellent organisational and co-ordinating skills. The ability to remain calm and professional in a busy and dynamic environment and when under pressure will be vital. Flexibility and the ability to work to deadlines are also key.

This is an important role, interfacing on a regular basis with the Board, the Executive Team, senior managers and a wide variety of Trust staff and external organisations/individuals.

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.

At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.

Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.

We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we’d love you to join us

Management Support

Provide accurate, prompt and efficient administrative support to the Chief Strategy, Improvement and Partnerships Officer, which may include presentations / spreadsheets and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism.

To support budgetary responsibilities for the Chief Strategy, Improvement and Partnerships Officer including procurements and requisitions. Check expenses claims.

To manage room bookings, organise travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings

To be the point of contact for the Chief Strategy, Improvement and Partnerships Officer, supporting their recruitment, induction, training and development and committee management. To programme regular Chief Strategy, Improvement and Partnerships Officer site visits, maintaining the feedback reports and associated database.

Support the Chief Strategy, Improvement and Partnerships Officer meetings and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc. Provide support to executive meetings with local partners and with NHSE.

Act as an effective channel of communication between the Chief Strategy, Improvement and Partnerships Officer, the Executive Team, the Non-Executive Directors and the rest of the organisation.

Liaise internally and externally in a professional manner providing relevant and timely information.

Manage confidential and sensitive information.

Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.

Service Development

Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.

Knowledge & Training

Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.

Knowledge of administrative procedures, project management or information analysis.

Trained to high level on minute taking and administration of meetings.

Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of Chief Strategy, Improvement and Partnerships Officer (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.

Support the organisation with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.

Communication

Act as the first point of contact for the Chief Strategy, Improvement and Partnerships Officer, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system.

The post holder will be req