Executive Assistant
NHS Jobs Coventry
Meetings 1.Provide full meeting facilitation for a range of formal meetings across the Trust including chief officer-led meetings and corporate meetings as required. 2.Cover the work of colleagues within the team, providing administrative support to chief officers on a buddy system basis, including facilitating corporate meetings and meetings relevant to chief officer portfolios as required.
3.Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. 4.Maintain a corporate style for chief officer-led and wider Trust meetings including agendas, papers, minutes etc.
5.Maintain strict confidentiality relating to Board and chief officer business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely (hard copy and electronic).
6.Compile meeting agendas to reflect agreed actions and the annual schedule of business, and liaise with directors and senior managers to obtain reports, checking they are in the correct format and in good order prior to approval by Chief Officers and others.
7.Maintain meeting attendance records, action logs and schedules of business, progress chasing actions as required. 8.Book meeting rooms, facilities and refreshments for meetings, ensuring that rooms are suitably organised. 9.Collate, photocopy and distribute confidential meeting papers as required.
Administration 1.Provide an efficient and comprehensive secretarial and clerical service to the nominated chief officer on a day-to-day basis, and be a fully involved member of the Executive Support. 2.In a courteous and professional manner, respond positively and promptly to enquires and incoming calls.
Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
3.Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate. 4.Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team.
Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
5.Responsible for organising and maintaining the smooth running of the nominated chief officer diary, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
6.Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence. 7.Greet and receive guests who are visiting the nominated chief officer. 8.Work closely with other executive assistants to facilitate the efficient operation of the chief officer teams business.
9.Organise events as required, taking charge of all catering arrangements and invitations. 10.Process purchase orders and invoices for chief officer functions e.g. mobile phone bills and charge card expenditure, etc. 11.Communicate effectively with chief officer and non-executive directors through a variety of communication methods.
3.Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level. 4.Maintain a corporate style for chief officer-led and wider Trust meetings including agendas, papers, minutes etc.
5.Maintain strict confidentiality relating to Board and chief officer business at all times, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely (hard copy and electronic).
6.Compile meeting agendas to reflect agreed actions and the annual schedule of business, and liaise with directors and senior managers to obtain reports, checking they are in the correct format and in good order prior to approval by Chief Officers and others.
7.Maintain meeting attendance records, action logs and schedules of business, progress chasing actions as required. 8.Book meeting rooms, facilities and refreshments for meetings, ensuring that rooms are suitably organised. 9.Collate, photocopy and distribute confidential meeting papers as required.
Administration 1.Provide an efficient and comprehensive secretarial and clerical service to the nominated chief officer on a day-to-day basis, and be a fully involved member of the Executive Support. 2.In a courteous and professional manner, respond positively and promptly to enquires and incoming calls.
Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
3.Liaise with members of the public as required regarding complaints, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the Complaints Department or appropriate. 4.Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team.
Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail. Ensure that all relevant papers are available for meetings.
5.Responsible for organising and maintaining the smooth running of the nominated chief officer diary, this will include maintaining and co-ordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
6.Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence. 7.Greet and receive guests who are visiting the nominated chief officer. 8.Work closely with other executive assistants to facilitate the efficient operation of the chief officer teams business.
9.Organise events as required, taking charge of all catering arrangements and invitations. 10.Process purchase orders and invoices for chief officer functions e.g. mobile phone bills and charge card expenditure, etc. 11.Communicate effectively with chief officer and non-executive directors through a variety of communication methods.
Assist with the dissemination of information to chief officer and non-executive directors, organising weekly mail outs of essential and useful information. For further details of the role please see the attached job description.
UHCW NHS TrustCoventry
is available to support electronic correspondence.
7. Greet and receive guests who are visiting the nominated chief officer.
8. Work closely with other executive assistants to facilitate the efficient operation of the chief officer team’s business.
9. Organise...
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About Our Client
My client is a large organisation based in Walsall looking for an Executive Assistant to CEO.
Job Description
• Complex diary management
• Booking complex travel and accommodation
• Dealing with expenses
• Generating reports...