Executive Support Officer

3 days ago

Wakefield, United Kingdom The Mid Yorkshire Teaching NHS Trust Full time

Job summary

Do you have substantial experience ofproviding support to a Senior Manager/Director, excellent attention to detailand proven organisation skills? Are you looking to join a friendly andsupportive team? If yes, we would love to hear from you

A fantasticopportunity has arisen for a permanent Executive Support Officer to join ourteam, working alongside our Executive Directors.

We are lookingfor an enthusiastic and professional individual who will provide a highquality, comprehensive and confidential executive support service to two of ourExecutive Directors. The post will proactively manage the Executive Directorsinbox, calendar and workload and be integral to the effectiveness of ourExecutive Directors.

The ideal candidate for this role will have substantial experience ofproviding support to a Senior Manager/Director, including experience of takingaccurate minutes and providing effective diary management. You will be organised and able to workindependently and to a high level of initiative in resolving problems. You will possess excellent communicationskills and be able to communicate with staff, both internally and externally.

Main duties of the job

The post willproactively manage two Executive Directors and will provide a high quality, comprehensive andconfidential executive support service, including managing the Executive Directors inbox, diary management and workload to support the Executive Director.

The post will ensure that there are sound processes in place for the service to operate effectively and efficiently and will be the first point of contact to the Executive Directors.

About us

We provide care and support to over a million people inWakefield and Kirklees in their homes, community settings and across ourthree hospital sites at Pontefract, Dewsbury and Pinderfields (Wakefield).

Always striving for excellence, we are at the forefront ofinnovation and research, and we invest in teaching and the development of ourworkforce.

We live by our values of caring, improving, being respectfuland maintaining high standards. We listen and learn because we aim to make MidYorkshire the best place to work and receive care.

We value diversity and welcome talent and enthusiasmirrespective of age, disability, neurodivergence, sex, gender identity andgender expression, race or ethnicity, religion or belief, sexual orientation,or other personal circumstances including providing unpaid carers support tosomeone with a health and care need. As ethnic minority groups, members of theLGBTQ+ community, and people with a disability/neurodivergence are currentlyunder-represented across the organisation, we encourage applications frommembers of these groups. We have policies and procedures to ensure allapplicants are treated fairly and consistently.

We are proud of our staff networks - who offer valuableguidance and feedback from those with lived experience.

We have a clear vision and you could be part of this Ifyou share our values and you want to make a difference to the lives of ourpatients and their families and carers, we would love to hear from you.

Job description

Job responsibilities

First point of contact to the Executive Directors, dealing with issuesthat require prompt attention and resolution and directing to the appropriate area/person as necessary. Provide a full range of Executive support duties, including diarymanagement, inbox management, typing of correspondence sometimes fromdictation, supporting the preparation and distribution of reports and otherdocuments, using initiative and producing accurate work to a high level of presentation. Plan, organise and maintain the diaries and commitments of theExecutive Directors, and the Chief Executive and Chairman when required. Proactively manage the diary in a constructive and supportive way andprepare appointment schedules in accordance with changing demands. Ensure Executive Directors are aware of deadlines and upcoming meetingsand appointments. Proactively manage the Executive Directors inbox and workload, acting independentlyand with discretion making informed decisions, draft responses, chase andallocate actions, forwarding communication to direct reports where necessary. Carry out research on behalf of the Executive Director, assisting in the preparation of internal andexternal reports, presentations, or other communication materials. Handle complex and sensitive queries in writing, by telephone or inperson from colleagues, patients, external parties and other health relatedorganisations including MPs, in an effective, confidential and sensitive manneras a representative of the Trust, to reflect a positive corporate image. Work using own initiative to determine what help and support can be provided,assist accordingly, and have the ability to deal with a numberof tasks at the same time often with conflictingshort timescales. Organise, establish, and maintain an effective and comprehensiveelectronic record keeping system, to ensure that correspondence, papers, andother confidential items such as personnel files are kept accessible and secure. Support the Executive Directors in their role as lead director forTrust policies toensure effective control mechanisms are in place and policies remain in date. Supporting the Executive Directors with the Trusts annual CelebratingExcellence Awards by liaising with judges and nominees to arrange meetings andjudges visits, collating scores on behalf of the Executive Directors workingto strict deadlines. Deal with any complaints received in an empathetic manner, triagingcalls and passing on information to the appropriate person/Department. Ensurefollow up occurs in an agreed timeframe and deal with concerns in a calm and approachable, professional, andsensitive manner. Lead on the draftingand delivery of reports and projectwork by proactively obtaining information which may be requiredby the Executive Director or for a formal Committee or Trust Board meeting. Implement systems to improve the effectiveness and working practices ofthe office, including development ofstanding operating procedures across the team. Manage own workload, prioritising activities to meet deadlines, andescalate issues accordingly. Provide cross-cover during periods of absence or peak workloads asrequired, working as part of a wider team, including the Corporate Governance Office. Work as part of the wider Corporate Governance Team to support colleaguesand prioritise workload across the team. Person Specification

Experience

Essential

Substantial experience of providing support to a Senior Manager / Director. Experience of taking comprehensive and accurate formal minutes. Diary management experience. Working as part of a team. Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately. Experience working in a confidential environment and adhering to office procedures, policies and protocols. Experience of working independently and using own initiative including prioritisation of own workload and autonomy. Analytical and report writing skills. Experience of managing, maintaining and developing registers, data bases and systems.

Desirable

Audio Typing Experience of working in a busy office environment within a large organisation. Experience of following documented administrative processes Previous NHS experience or other similar healthcare environment.

Qualifications

Essential

Educated to Degree level in a relevant discipline or equivalent experience General Education to GCSE level or equivalent (4 GCSEs Grade C or above) Appropriate IT Qualifications , ECDL, CLAIT etc or significant experience of Microsoft Office packages, including Word, Outlook, Excel, PowerPoint and Microsoft Teams. RSA III, word processing or speed typing qualifications or equivalent experience.

Personal Attributes

Essential

Ability to liaise with all grades of staff, both internally and externally. High degree of attention to detail and accuracy in production of work. Ability to work unsupervised, using a high level of initiative. Ability to work to deadlines and in a pressurised environment, identifying errors quickly and easily Display a flexible working attitude. Ability to work with constant interruptions from telephone calls and visitors coming into the office.

Desirable

A willingness to undertake personal development. Prepared to learn and use a variety of computer packages

Knowledge and Skills

Essential

Excellent communication skills. Ability to provide administrative support to committees and meetings as well as knowledge of effective meeting administrative processes. Ability to organise and prioritise workload. Ability to collate and format reports and presentations. Understanding the NHS infrastructure and terminology Excellent attention to detail and proven organisational and forward planning skills. Capability to streamline administration processes to improve effectiveness and best practice.

Desirable

Knowledge of corporate governance processes

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