Band 5 Executive Assistant

2 weeks ago

Birmingham, United Kingdom Birmingham Community Healthcare NHS FT Full time

Job summary

Provide high level, comprehensive business and administrative support for Trust Chair, Non Executive Directors and Executive Directors to manage the business and administrative function for other designated managers of the Directorate as directed, ensuring a systematic and effective service is delivered.

To be responsible for specific project work as required by the Trust Chair / Director and the Directorate.

To provide a key link between the Trust Chair / Director and his/her direct reports, ensuring that programmes of work are co-ordinated effectively, deadlines are met and that corporate and team working develops throughout the directorate.

Main duties of the job

Communicate effectively, confidently and confidentially with all internal and external personnel, including Executive Teams, MPs, ICBs, external organisations and the wider healthcare economy, on a face-to-face basis, by telephone, letter and electronically.

Prioritise all correspondence, emails and enquiries and ensure the Trust Chair / Director is made aware of matters requiring immediate attention. Where appropriate, initiate actions demonstrating a high level of judgement around confidentiality and priorities, without reference to the Director.

Arrange meetings, appointments, travel (local and foreign) and organise events for the Trust Chair / Director.

Be responsible for developing and maintaining a database for members of staff who directly report to the Trust Chair / Director for sickness and absence returns. Ensure that deadlines are achieved for completion of monthly returns for staff members to Payroll Department.

Create and maintain personal staff files for the Trust Chair / Director's Direct Reports ensuring confidentiality at all times.

Organise/administer Recruitment and Selections procedures, appointments, employee detail changes, notification to payroll and induction arrangements.

About us

IMPORTANT

Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process. Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.

Be Part of Our Team...

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

Job description

Job responsibilities

The postholder will hold the position of Executive Assistant to the Trust Chair, Non Executive Directors and Executive Directors within the Corporate Executive Department to provide comprehensive and efficient secretarial and administrative support.

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.

Person Specification

Application Form

Essential

Minimum RSA II Typing/Word Processing or equivalent skills Extensive Microsoft Office knowledge and usage Previous Corporate Executive Experience

Desirable

Experience of Board level minute taking Flexible and adaptable approach

Role Requirement

Essential

Minimum RSA II Typing/Word Processing or equivalent skills Extensive Microsoft Office knowledge and usage Excellent level of general education - English language and numerate Educated to Degree Level

Desirable

Experience of Board level minute taking Skills and Knowledge Resilience and ability to handle high workload

Shortlisting Requirements

Essential

Minimum RSA II Typing/Word Processing or equivalent skills Extensive Microsoft Office knowledge and usage Educated to Degree Level Previous C-Suite Experience

Desirable

Experience of Board level minute taking Flexible and adaptable approach

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