Executive Assistant

The post holder will provide diary management and administrative support to an Executive Director and have the ability to work autonomously and be able to prioritise and manage their own workload in an informed and effective manner. This post holder will need to have experience in facilitating corporate meetings and be able to produce accurate minutes and action logs.

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 which may include presentations / spreadsheets and reports, diary management, arrangement of meetings, liaising with senior staff in external organisations.

Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards.

Support Board Committee sub-groups, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc

Input into a variety of different systems such as Diligent, Oracle, e-expenses, ESR on behalf of the Executive and Trust Secretariat (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.

Check expenses claims.

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

Communication

Act as receptionist/first point of contact for the Trust secretariat team, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.

Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.

Manage complaints calls from service users, carers and the wider public, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.

Contribute to effective communication by liaising with internal and external parties and agencies as required. Manage confidential information.

Deal with enquiries and maintain an efficient message system.

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

General

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

To assist in organising workload of Executive team

Ensure confidential information is managed, retained and stored in line with Trust policy in an efficient and effective manner.

Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions.

To attend and contribute to all internal / external meetings relevant to the post.

Provide data as directed.

Provide cover across the other administrative staff during holidays and sickness.

Ensure that general office supplies are ordered and maintained.

Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented.

Promote the image of the department, checking that notices and leaflets are up to date and well presented.

Liaise with maintenance departments as delegated by line manager regarding buildings and