Executive Assistant

**Key Working Relations **_**(List the internal and external roles that this post has key interaction with)**_
- **Executive Board**:

- **Senior Managers**:

- **Shared Services Teams**:

- **External customers, suppliers and providers**:

- **Operations & Services Development teams in relation to bids process**:

- **Tender managers via the bids portals**

**Key Result Areas and Specific Duties **_**(Key result areas should be related to the job objective. Provide a list of key result areas and specific duties to include people management and key performance indicator areas)**_

**Administration**
- Act as first point of contact for all ET members and support the Executive Team with appropriate administration as required
- Pro-active coordination and maintenance of Executive Team diaries including organising of all appointments, room booking, meetings and travel suggesting solutions where there are conflicts
- Answer, triage and monitor the telephone line and manage interruptions to support the effective time management of the team
- Identify, anticipate and prepare information requirements of the Executive Team for meetings, appointments and presentations and follow up inward and outward requests for information, outstanding reports and correspondence
- Arrange meetings rooms for internal and external meetings as requested in advance
- Schedule all team meetings, prepare agendas, draft minutes and ensure timely invitations are sent out
- Manage all Executive Team expenses submitted through the company expense management system and Corporate Credit Cards ensuring timely submission within approved deadlines
- Administer the Procurement system as required
- Support with Office 365 tips and tricks, using the most optimal file management processes, ensuring confidentiality always
- Act as the first line support/resolution for any technical issues with IT equipment and be familiar with IT equipment required to support ET members with management of devices
- Develop deep and long lasting relationships with internal employees to support excellent resolutions for business issues in optimum time
- Continually find better ways of working to reduce inefficient working processes
- Support any additional administration projects as requested including annual appraisal and PDP processes.
- Catalogue and distribute information, ensuring that e-files are managed proactively and in line with GDPR requirements
- Proactive preparation and collation of materials, presentations or slide decks for the Executive Team as required
- Research and preparation of reports including but not limited to the Executive Team packs for the monthly executive team meeting.
- Negotiating with suppliers, purchasing supplies, and managing induction of new staff members to area of responsibility.
- Support offsite meetings and events as required, alongside the Marketing & Communications team
- Planning, organisation & support with twice yearly Senior Leadership Conference
- Manage bids inbox and portals for incoming notifications and ensure that they are communicated to the correct business area
- Support with the bid submission process
- Complete and distribute weekly bid summary
- Complete and submit bids monthly Exec report
- When possible support other areas of the People Services Team including training (booking and scheduling staff training sessions) and Marketing & Communications (general support)

**This is not a restrictive list of duties and all members of InHealth may be required to carry out additional tasks within their capability. All members of staff are required to participate in appraisals, self-development, mandatory and statutory training.**

**Core Competencies**
- **Communication**:

- **Customer Service**:

- **Team Working and Continuous Improvement**:

- **Self-awareness and development**:

- **Technical knowledge and skills**:

- **Relationship building**

**Person Specification**

**Knowledge **_**(What knowledge is required to enable the person to be successful in this role?)**_

**Essential**:
**Desirable**:
**Tested By**
- **Expertise in Office 365 suite**:

- **Experience of managing Executive Assistant requirements with multiple senior stakeholders and changing priorities**:

- **Experience of managing diary and meeting requirements including presentations and documentation**:

- **Experience of IT device management and problem resolution**

*

**Skills and Experience **_**(What skills and experience is required to enable the person to be successful in this role?)**_

**Essential**:
**Desirable**:
**Tested By**

Organised, structured and able to demonstrate flexibility

Abilities to multi-task, meet deadlines and work as part of a matrix team

Accountable and responsible for safeguarding confidential information.

Familiarity with Office 365 and related digital software and hardware

Well-developed communication and reading skills

Solid knowledge of grammar, spelling, and punctuation

**Job Types**: Full-time, Perma