An exciting opportunity to work in a large, dynamic NHS organisation which has multiple sites throughout the SE. The role will be based in Crawley, and it is expected that the successful candidate will be on site Tues to Thur each week, with remote working available on Mon and Fri
The purpose of this role is to provide a comprehensive Executive Assistant and business support service to the Executive Office (including Chair). To ensure the smooth running of the office and effective internal and external liaison to contribute to the successful running of the Trust as a whole.
Key elements of the role include
Providing Meeting and Business Support
- Co-ordination and planning of the Executive Office activities and resolving complex and conflicting commitments requiring resolution.
- Extensive diary management. Arranging meetings and appointments via the calendar system with both external and internal personnel. This will include liaison
with our external partners and system organisations e.g. NHS England and Integrated Care Boards (ICBs)
- Develop and implement effective systems and strategies to manage the activities, workload and efficient use of time of the Chief Executive Officer / Chair / Chief of
Staff.
- Provide additional diary and meeting coordination support to the senior management team within the Executive office as needed
- Plan and co-ordinate events such as away-days/meeting/conferences. Find suitable venues to suit number of delegates, room layout, hospitality and audio
visual requirements.
- Organise travel and accommodation arrangements for the Chief Executive Officer/Chair and other senior team members where appropriate.
- Prepare documents and meeting papers to ensure that the CEO/Chair are fully prepared ahead of meetings they are due to attend.
- Provide a high level of support to meetings, including compiling agendas and taking and preparing accurate and comprehensive minutes and action logs
- Provide administrative and coordination support to ongoing projects as led by Chief Executive Officer / Chair or senior members of the management team,
including support for project working groups, maintaining action logs and tracking progress, and undertaking and supporting surveys and audits
- To support the Chief of Staff and the Communication Team to co-ordinate MP and other VIPs visits and ensure that there is an effective system to track engagement
sessions.
Office Management
- Monitoring, managing and redistributing all incoming and outgoing correspondence, including post and email, with discretion for urgency and
confidentiality
- Receive and provide complex, highly sensitive and at times contentious information in a strictly confidential and professional manner, monitoring progress
of follow-up action to ensure completion is satisfactory.February 2024
- Liaise with appropriate Trust staff to ensure office environment complies with all health and safety standards
- Responsible for establishing, adapting, designing and maintaining information systems i.e. filing, cataloguing and documentation office systems on SharePoint.
Comprising both paper-based and computerised documents ensuring accessibility and confidentiality of information. To include the establishment and use of
databases.
- Manage and record movement of all in-coming and out-going correspondence, including links to filing system, ensuring actions are taken and tasks completed.
- To set up/maintain a working 'bring forward' system to ensure the relevant paperwork is available when required.
- Keep an accurate record of the Chief Executive Officer / Chairman and senior team members' annual leave, sickness and other leave requirements.
- Maintain an accurate record of all personnel files for direct reports of CEO and Chair.
- To support the Chief of Staff to ensure that Executive objectives, appraisals etc records are updated/maintained.
- To act as the Proxy Approver for Executive Directors expenses.
- Identify the need for and make changes to local policies and processes in own work area and in common with others in the same role.
Communications
- Determining the appropriate handling for incoming and outgoing communication by exercising judgement.
- Handling and screening of initial telephone contacts from staff, patients, complainants, and members of the public and generally serving as the first point
of contact for the Chief Executive Officer / Chairman
- Maintain up to date, accurate and comprehensive contact details.