Executive Assistant

Allscreens Nationwide Ltd; St. Ives; On-site; GBP 26,000 - 38,000; Full time

Job summary

East of England Community Health & Care NHS Trust is seeking an experienced Executive Assistant to provide high-level secretarial and administrative support to the Directors. You will act as the first point of contact for callers and manage diaries and correspondence, ensuring responsiveness and professionalism.

Responsibilities include arranging travel and accommodation, drafting agendas and minutes, preparing papers, coordinating meetings and reports, handling confidential information with

Responsibilities

• Provide high-level secretarial and administrative support to the Directors.
• Act as the first point of contact for callers and manage diaries and correspondence, ensuring responsiveness and professionalism.
• Arrange travel and accommodation, draft agendas and minutes, prepare papers, coordinate meetings and reports, and handle confidential information with discretion.

Job description

Provide high-quality, comprehensive, and responsive secretarial and administrative support to assigned Executive Directors. Serve as the first point of contact for all callers to the assigned Directors and/or senior managers, initiating and coordinating communications and responses on their behalf. To sensitively and professionally manage all manner of contact and communication with patients and the public, who may be vulnerable, anxious or angry, and use intuitive and developed persuasive skills to identify when it may be appropriate to redirect the enquirer to the relevant department. Proactively manage the assigned Directors and/ or senior managers diaries and 'bring forward' systems, anticipating their needs, adapting to changing circumstances, and ensuring they are fully prepared for meetings and other commitments. Organise travel and accommodation arrangements for assigned Director and/ or senior managers as required, using known systems to ensure value for money. Manage the assigned Directors and/ or senior managers' email inboxes, re-routing as appropriate, responding to urgent requests, and ensuring that urgent and sensitive items are addressed promptly. Handle incoming mail, responding, recording, and redirecting for appropriate action on behalf of the Trust's Directors and/ or senior managers, and taking further action as instructed. Organise internal and external meetings, including drafting agendas, collating papers, providing support for report preparation, booking rooms, circulating papers, arranging refreshments, and coordinating travel itineraries and accommodation for participants if required. Ensure efficient follow-up actions and paper preparation for meetings involving the Directors, using initiative to track progress as needed. Take effective minutes for meetings led by the Directors and/ or senior managers, as well as Board and Committee meetings if required, ensuring timely completion and distribution. Develop and maintain electronic and hard copy filing and archive systems, ensuring compliance with the Trust's data retention policy and maintaining official records for public accountability. Type letters, reports, and other documentation to a high standard using Microsoft Office applications and produce high-quality PowerPoint presentations as required. Maintain personnel files for the Directors and senior managers' direct reports, including annual leave and absence using electronic systems ensuring compliance with organisational policies and processes, where appropriate. Use Convene software to support meetings, uploading agendas and paperwork for internal/external meetings, conferences, and teleconference calls in a timely manner. Provide Executive Assistant cover to other Executive Directors during periods of leave, as required. Handle confidential documentation and personnel matters discreetly and effectively, including recruitment documentation, disciplinary investigations, serious incidents and complaints. Act as an ambassador for the Trust, maintaining professionalism, confidentiality, courtesy, and helpfulness at all times.

East of England Community Health & Care NHS Trust

East of England Community Health & Care NHS Trust