Executive Assistant

Job summary

RNOH is looking for a motivated professional Executive Assistant to provide expert support to Executive Director(s). The successful candidate will be able to deliver the whole range of Executive Assistant duties, from diary and inbox management, to proactive management of specific issues, taking accurate minutes and actions at key meetings, and co-ordinating distinct pieces of work.

Main duties of the job

The successful candidate will be part of a team providing comprehensive, high quality organisational and administrativesupport to the relevant Executive Director and ensure that their time is used effectively and efficiently.

About us

This role reports directly to the Senior Executive Assistant and would suit a candidate who is a good team player with a high level of professionalism.

Job description

Job responsibilities

Main job responsibilities are to:

Provide comprehensive secretarial and admin support to the Executive Director(s) ensuring that business needs are prioritised and managed effectively Maintain and administer an electronic diary to arrange appointments and meetings on behalf of the Executive Director(s) Use Microsoft Office 365 to produce documents, reports, letters etc. from a variety of sources, including the production and updating of spreadsheets and presentations Co-ordinate the submission of reports and documents within specified timescales and protocols, compile and issue meeting packs, ensuring they are prepared to a standardised format and circulated within agreed timeframes. Cross-cover (including minute taking) for the Senior Executive Assistant/Chair Executives Assistants upon request and during periods of absence annual leave, jury service, etc. Responsible for the provision of office services - ensuring post is received on time and distributed appropriately, managing booking system for meeting rooms, maintaining supplies, stationery management, managing use of taxis/couriers, arrange catering and co-ordinating Away Days Use initiative in determining the appropriate action to take when receiving complex queries and demonstrate an understanding of prioritization. Provide excellent front-of-house services for visitors to Eastgate House, providing a meet and greet service and arranging refreshments where appropriate. Prepare, reconcile and submit travel and corporate expenses on behalf of the Executive Director(s) Support the recruitment process, coordinate dates, times, etc. for the Executive Director(s) and stakeholders Undergo annual appraisals and to self-monitor mandatory training ensuring 100% compliance. Plan and organise workload to ensure effective, efficient and timely delivery of agreed tasks to the required standard to support the overall delivery Person Specification

Qualifications

Essential

Educated to degree level or equivalent relevant experience. Recognised secretarial qualifications A successful track record at middle/senior secretarial level RSA III or equivalent

Desirable

Experience of working within a healthcare environment

Communication

Essential

Excellent Minute Taking Skills Excellent written minutes Ability to audio type Excellent communication, spelling and grammatical skills

Desirable

Adaptable and flexible

Planning & Organisation Skills

Essential

Extensive experience of managing diaries and differing workloads Experience of designing, creating and maintaining fully electronic paperless filing system

IT Skills

Essential

Excellent knowledge of Microsoft Office 365 (including Word, Excel and PowerPoint) Knowledge of Microsoft Outlook (including MS Teams, etc.) Knowledge of using technology to improve administration and office procedures

Desirable

Shorthand/Speed Writing

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