Executive Assistant to Chief Executive Officer
- The postholder must be able to recognise the importance of confidentiality and sensitivity of issues and at all times is able to act using the utmost discretion. To work closely with the CEO and Deputy CEO, across all aspects of their work to ensure a complete understanding of their workload.
- ordinating responses with minimum supervision and guidance, managing electronic diaries, emails, day to day telephone queries and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.
This involves prioritising and problem-solving skills and a well
- developed ability to relate absorbed knowledge to new emerging problems without guidance.
Ensure that critical issues are brought to the CEO attention in a timely manner, ensuring that only appropriate queries are passed on and that the most appropriate people deal with others effectively.
Manage the multiple demands of the CEO and Deputy CEOs time and proactively manage their complex diaries by forward planning and organising regular meetings and events.Assist the CEO to research and prepare reports and presentations, draft and issue letters using a wide range of Microsoft technology.
Ensure that the CEO and Deputy CEO are aware of appointments and that all relevant documents are prepared for each meeting and travel arrangements/accommodation are in place.
Manage complaints on behalf of the CEO in conjunction with the Quality and Standards team ensuring that responses are within set service standards.
Establish, develop and maintain links with key stakeholders including the Department of Health, NHSE, Government Office, MPs and the wider board.
Administer high level meetings as required including Senior Management Committee (SMC) and the Executive Team meeting.
Ensuring that agenda plans, minutes, action logs and papers are distributed within set deadlines.
Attend and take comprehensive minutes as required.
Bring actions from meetings to the attention of the CEO and liaise with the appropriate members of staff to implement the actions.
This includes maintaining an efficient brought forward system to effectively monitor work that has been delegated elsewhere and progress/chase outstanding items.
Co-ordinate arrangements for a variety of meetings, internally and externally, ordering equipment and refreshments ensuring that all reasonable adjustments have been met as required.
Co- ordinate the rolling programme of performance development reviews and 1:1 meetings with all of the CEOs direct reports.
Alongside other members of the Executive Assistants be the first point of contact for visitors to the department in person or by telephone.
Communicate with tact, understanding and discretion.Provide full comprehensive and seamless cover for all duties of the Executive Assistants responsible for supporting the Chair in their absence.
Manage/lead ad-hoc delegated projects as required.
Transformation Change Lead a continuous programme of sustainable long term transformational change across the function undertaking benchmarking, monitoring quality standards and maximising the use of digital technology to create a flexible, agile, cross covering service.
Maximise the use of digital technology to transform day to day tasks creating efficiency and improving effectiveness of the service for example minute taking, rota co ordination etc Supervision/Managing the Trust Administration Function Act as a role model for the Trust Executive Assistant team leading by example and providing advice and guidance as required.
Supervise all Executive Assistants within the Executive Office ensuring that work is appropriately prioritised and managed.Line management responsibility will be with the Director of Workforce for all EAs.
Maintain sickness absence/annual leave/study leave records for all EAs.
To ensure that the office is covered between core hours on site utilising appropriate rotas for team members.
Foster a culture of mutual support and team working across the whole director portfolios to ensure work is equitably allocated and cover for team members for annual leave or sickness.
Provide cover for all other Executive Assistants in order that a seamless service is provided during annual leave and sickness.
Support the Trust in the effective use of resources, e.g.
staff, premises, equipment, supplies and materials ensuring that costs and waste are kept to a minimum.
Develop and maintain systems and processes to promote monitor and maintain a healthy, safe and secure working environment, ensuring compliance with legal and regulatory requirements maintaining accurate documentation and reporting any concerns.
Governance Develop and maintain systems and processes to establish and maintain effective communication and confidentiality of information.Ensure compliance with Trust policies procedures and guidelines for self and others by taking action/alerting senior management team if practice contravenes policy or if concerned about any aspect of patient care.