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Executive Assistant

Job Description

Do you enjoy a fast-paced work environment? Are you looking for a role with lots of variety and challenge?

We are recruiting a senior administrator to support our Director of Operations and Deputy Director of Operations in the Inner North West Division. The division provides Adults and Children’s services in the boroughs of Westminster, Kensington & Chelsea, and Hammersmith & Fulham, with some complex children’s services in Brent and Barnet.

You should be hardworking and flexible and have previous experience delivering high-quality administrative support. A significant part of the role will be focused on assisting in the organisation of the director’s workload including scheduling diaries and preparing papers. The role will also involve general administrative support.

If you have excellent administrative skills and would like to be part of a growing and forward thinking division then we encourage you to apply.

The role is 34 hours per week, Monday-Friday.

• The postholder will provide highly effective, efficient and professional personal assistance to the manager. This will include effective administrative support and delegated project management and assistance in the day-to-day administrative functioning of the service
• The post holder will provide a comprehensive and high-quality administrative support to non - clinical staff and their teams. The post holder will assist in the organisation of the team’s workload and manage diaries, schedules and routine correspondence
• The post holder will take responsibility for organising meetings/events, taking and circulation of formal minutes and managing correspondence as appropriate
• May supervise administrators and will manage day to day running of the office by being responsible for stock control/office expenditure

• Anticipate, as far as possible, the needs of the manager for advice and information and ensure that the manager is appropriately briefed in advance of scheduled meetings and events
• To assist the manager in organising and planning workload. Maintain knowledge of the work the manager is involved with in order to take appropriate decisions in their absence and to advice on priorities. Source and gather information to assist the manager in prioritising their workload effectively to ensure deadlines are met
• Scrutinise, prioritise and manage the manager’s emails on a daily basis, based on an understanding and assessment of business issues, political pressures and wider NHS and social care partnerships, ensuring briefing and follow up action takes place and deadlines are met
• Manage incoming and outgoing correspondence, acknowledge emails and letters, assess and prioritise urgent and confidential correspondence addressed to the manager, bringing this to his/her attention and ensure that it is logged and tracked
• Initiate and draft where appropriate responses to letters and queries addressed to the manager and/or request other senior staff to draft appropriate responses and set deadlines to enable the manager to have enough time to review the draft
• Deal autonomously with routine correspondence on behalf of the manager
• Act on behalf of the manager, in their absence by making rapid and accurate assessments of urgent or delicate situations that can be addressed by appropriate colleagues within the service in order to meet deadlines, provide solutions and avoid disruptions
• In the absence of the manager re-direct calls and queries that require immediate/urgent response to other senior staff to ensure that these are addressed in a timely manner
• Manage and lead ad-hoc delegated projects as required
• Organise the diary and commitments of the manager by understanding the importance of their priorities, so that appointments can be rescheduled as appropriate to meet deadlines without compromising business or creating unmanageable timetables
• Establish and administer an efficient bring-forward system that enables deadlines to be met and risks managed
• Schedule formal meetings, including video and teleconferences, arranging room bookings and catering requests as well as organising IT equipment
• Plan, manage and co-ordinate conferences, away days, events and complex meetings as necessary which involve, negotiating with venues in order to provide a cost-effective event, organising travel, accommodation and catering, ordering and setting up of media equipment and composing and preparing pack materials as required
• Draft meeting agendas, for the manager to approve, take formal minutes and notes as required, circulate agenda and supporting documents papers within agreed timescales, and ensure follow-up action is undertaken
• Responsible for ensuring the provision of a high quality and timely word processing service, (utilising all Microsoft Office packages), when producing highly sensitive correspondence, reports, emails, presentations, project plans and spreadsheets
• Act as the key contact for the manager’s office, dealing with all incoming telephone calls, screening and diverting calls as and when appropriate
• Deal with challenging and complex calls from individuals in a sensitive and professional manner to reduce the risk of issues escalating, and, if necessary, forward the matter in a timely way to the appropriate person for action
• Responsible for ensuring compliance with the Trust's business guidelines by implementing and maintaining effective office systems and procedures, making maximum use of technology with the ultimate aim of achieving a paperless office
• Responsible for an effective communication system by creating and maintaining a database of key contacts for the manager and/or team
• Prioritise workload autonomously and work with little supervision on a day-to-day basis with agreed CLCH policies and procedures
• Open, prioritise and distribute incoming mail to the Department and action mail as appropriate
• Manage cover arrangements, as necessary, to ensure that manager’s functions are organised effectively during periods of leave and sickness
• Maintain a record of appraisals within the Department and on behalf of the manager and arrange appraisal appointments
• Maintain the positive reporting system for the Department which involves records of sickness absence, annual, study and other leave and submit accurate returns to the Payroll function
• Ensure all office equipment is maintained and used to a high effective level, according to specified instructions.
• Implement and maintain efficient secretarial and administrative systems. Review existing practice for own area and propose changes for improvement

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