Executive Assistant
3 weeks ago
Job summary
You will provide administrative and secretarial support services to the Chief Digital Information Officer.
Main duties of the job
To provide administrative support and office management services including typing of correspondence and reports and general support to the ownership of the Executive's diary with an understanding/awareness of the Executive's workload and conflicting priorities.
About us
Great healthcare requires great people. That's why we are doing everything we can to recruit committed, skilled people - and to make sure we support our new and existing employees, so they choose to stay with us.
Job description
Job responsibilities
1. To provide administrative support and office management services including typing of correspondence and reports and general support to the Manage and prioritise all incoming and outgoing correspondence3. To prepare all correspondence for signature, taking file copies and To ensure effective communications, the majority of which will be confidential and complex in nature, in a highly pressurised environment, maintaining confidentiality at all Full ownership of the Executives diary with an understanding/awareness of the Executives workload and conflicting Organising travel and accommodation for Executive when Processing invoices and purchase orders within the agreed Receiving and managing telephone calls and routine Be first point of contact to high profile stakeholders , NHSE and I, to prepare a range of complex andsensitive information for a range of staff both internally and externally across the To coordinate and organize the wide range of weekly/monthly Directorate meetings ensuring effective communication and support for To coordinate and organize all ad-hoc meetings/seminars, as To ensure the timely preparation and distribution of all agendas and supporting papers/documentation for meetings as To organise meeting venues, presentational equipment, and catering arrangements, as To take notes at weekly/monthly meetings and audio typing, as required and type up and ensuring timely distribution to attendees/others for information (as above).16. To monitor/record data for routine analysis on spreadsheets as To provide secretarial services and reception duties if and when required by the Executive commensurate with the role and the post holders knowledge and experience. Demonstrating skill for providing solutions when dealing with complex data and assisting with executive To plan and prioritise daily workload and to complete work to deadlines. The post holder will work with a number of different senior managers where conflicting priorities need to be managed effectively and To be responsible for accurate record keeping and use of computerised information systems and ensure maintenance of confidentiality at all The post holder is required to answer routine queries and give advice on day-to-day The post holder has the discretion to make routine decisions within an overall policy framework and to use their own initiative. The impact of poor decisions can be significant, and the post holder requires the knowledge/experience to recognise potential problems and seek the appropriate Some of the work is high profile, , sensitive emails/correspondence or confidential discussions at Executive Team level, requiring sensitivity and The post holder will be required on occasion to provide cover for other PAs within the Executive Team.
8 month Fixed Term Contract - Possibility of flexible working - Home or Remote Working - There may be a expectation to travel as / if required.
Salary will be based on experience.
Person Specification
People skills
Essential
Experience of resolving and referring complex decisions to senior manager at the appropriate time Examples of using interpersonal skills to deal with difficult relationships
Desirable
Previous experience of dealing with the public through a front facing role such as a receptionist
Qualifications
Essential
Educated to degree level or equivalent or significant direct experience at Director level OCR Level 2 Diploma in Secretarial Skills or equivalent
Administration skills
Essential
Use of Microsoft software packages including Outlook Previous experience as an Executive Assistant Experience of note taking and production of minutes
Desirable
Previous experience of working for a Director Previous experience of working in a healthcare environemnt-
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