Office Assistant jobs in United Kingdom

Moorfields Eye Hospital are recruiting a motivated and passionate Band 6 Executive PA to join their highly skilled team.

Moorfields is the leading provider of eye health services in the UK and a world-class centre of excellence for ophthalmic research and education. Their clinical staff take great pride in providing high-quality care to their patients across their extensive specialist clinics, including their A&E department; Paediatric clinic; Retinal Therapy Unit; Cataract, Glaucoma, Genetics, Ocular Oncology departments; and many more. It provides state-of-the-art operating facilities run by some of the UK’s leading ophthalmology surgeons, providing operative services including laser treatment, vision correction, cosmetic treatment, and various other corrective treatment for a range of eye conditions.

The postholder will provide professional and comprehensive Executive personal assistant duties to nominated Executive Directors working as a member of the Executive Support Team in a busy and at times pressurised office environment. Completing work to a high standard and presenting a positive image of the Trust whilst maintaining a high level of confidentiality are essential facets of the role.

The postholder will be expected to appropriately manage confidential, complex and sensitive information concerning staff and the Trust as a whole, exercising discretion and upholding high professionalism and ethical standards at all times. The postholder will be a key member of the Executive support team and will undertake corporate tasks and responsibilities in accordance with the grade and nature of the post. This will include full meeting facilitation of Committees and meetings of the Trust, a business support function including tracking of key objectives and specific project work.

• Provide a fully comprehensive range of secretarial and administrative services to Executive Directors and associated deputies as required.
• Support assigned executives to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
• Support and inform the targeting of resources, monitoring, implementation and evaluation of the tasks/projects by providing high quality support including complex information and analysis, communications and stakeholder management.
• Management of all incoming emails, correspondence and telephone calls using a high level of resourcefulness, taking the initiative to re-route and/ or respond to urgent requests as necessary, dealing with complex and sensitive information appropriately. Composing confidential, sensitive or contentious letters and emails on behalf of Executive Directors. Utilising an effective bring forward system to provide documents and briefing materials in a timely manner.
• Management of electronic diaries by organising and prioritising the multiple and complex demands of an Executive Director, enabling them to work efficiently and effectively. This will include arranging meetings and events both internally and externally, including booking travel and accommodation.
• Use initiative in all areas of work in the absence of the Executive Director and ensure they are kept informed. This involves a high level of problem solving and judgement skills and well-developed ability to relate absorbed knowledge to new emerging problems without guidance.
• Using own initiative, influence and persuasiveness, deal with all enquiries and undertake delegated assignments as requested by the Executive Directors, obtaining information from various organisations internal and external to the NHS and being alert to the developing NHS agenda, especially around “hot of the press” issues and taking action in a timely manner.
• To provide cover in the absence of the Senior Executive Assistant to support the Chief Executive, Chair and Non-Executive Directors.
• Coordinate meetings, workshops and events on behalf of the Executive Director, including organisation of agendas, speakers, venues, refreshments, delegates etc.
• Anticipate matters relevant to the Executive Director prioritise accordingly and prepare briefing reports / materials as required.
• Coordination and collation of subject material and preparation of reports to Board of Directors, Executive Team etc on behalf of the Executive Director.
• To manage the Coordination of high level Committees and meetings of the Trust attending these meetings / committees to produce comprehensive and accurate minutes, actions trackers and chasing actions for completion transcribing and disseminating information within the required timescales.
• To be responsible for meeting facilitation and preparation both internally and externally and with external partnerships – drafting agenda and obtaining all relevant and required information, booking rooms and equipment.
• Conduct research as directed by the Executive Director and present findings in a variety of mediums; verbal briefs, written reports, presentations.
• Monitor and tracking risks and issues tracking mechanism and its proactive resolution and escalation processes.

• Knowledge of the full range of administrative processes through training and relevant experience to degree level or equivalent
• RSA III (or equivalent)
• Knowledge of information needs at Executive Director level
• Advanced knowledge of IT systems and software programmes• Comprehensive expertise, working at Board level for an NHS Organisation
• Experience of handling confidential information
• Experience in report writing and / or production of formal minutes
• Previous NHS experience
• Significant experience of working in a fast-paced office environment where prioritising workload was an essential part of your daily routine
• Evidence of success in efficient and effective project and programme management
• Proficient use of MS Word, MS Powerpoint, e -mail and internet applications
• Ability to seek, analyse and evaluate information
• Excellent organisational skills and ability to manage workloads and resolve conflicting priorities
• Excellent communication and interpersonal skills
• Ability to work unsupervised, on own initiative, to meet challenging deadlines
• Ability to display tact, diplomacy and discretion when relaying sensitive information
• Ability to influence and persuade internal and external stakeholders at all levels
• Ability to produce accurate, high-quality reports, correspondence, presentations or briefings requiring attention to detail at all times

• Access to free Bank Partners Core Skills training
• Ability to self-book shifts with a weekly pay system
• Opportunity to book and monitor shifts using online timesheet
• Priority of shifts over all agency workers
• We operate with an open-door policy
• Competitive pay

Apply now for this superb opportunity by attaching your CV, and a member of our recruitment team will be in contact with you shortly.