Executive Assistant to the Chief Executive London, England
Job description
To provide comprehensive, direct and proactive support to the chief executive, leading on developing briefing packs and presentations as well as managing and prioritising diaries and external visits. To ensure the chief executive is briefed for meetings, proactively following up actions and helping them to be effective in the full range of their roles and duties.
The post holder will manage a team of executive and administrative assistants who work as a team providing support to the board and executive team. This will include the management effective cover in the absence of colleagues.
Managing the chief executive office efficiently and effectively. Providing comprehensive executive support including administrative, secretarial and briefing support. There will be the opportunity to lead projects.
Using initiative, diplomacy and tact and taking a proactive approach to solving problems, commissioning and producing and quality assuring briefing material, ensuring that matters they are responsible for are recorded and that actions are commissioned, followed up and delivered.
Providing an environment which promotes effective working relationships with partner organisations and other external parties and representing the chief executive professionally.
The executive team includes the chief executive and six executive directors. This post will provide executive support to the chief executive, and support the rest of the team to effectively support the six executive directors and deputy directors.
The North Middlesex University Hospital NHS Trust is a medium-sized acute and community trust with over 525 beds and over 600 community staff, serving more than 600,000 people living across Enfield and Haringey and the surrounding areas, including Barnet and Waltham Forest.
The hospital has been on its present site for over 100 years and was established as an NHS trust by statute in December 1990. The Trust’s services are provided on the North Middlesex University Hospital site as well as a range of community sites across the London Borough of Enfield, including at partner hospitals. They provide services in collaboration with a range of partners, including local GPs, acute, mental health and other community health service providers across North Central London.
In the year ending 31 March 2022, the Trust reported a turnover of £419.7m and employed almost 4,000 staff. Following the transfer of Enfield Community Services on 1st April 2023, this has increased as we have welcomed over 600 new staff including District Nurses, Community Matrons, Community Physiotherapists, Psychologists and many more across a wide range of adult and children’s community services in Enfield. It is an exciting time to join North Mid as we continue our journey to become an integrated care organisation to deliver high quality, seamless care in our local communities, with a focus on tackling health inequalities.
1. Provide high quality, comprehensive and responsive executive assistant (including secretarial service and administrative) support to the chief executive
1. Proactively manage the chief executive’s diary and ‘bring forward’ system in an effective and efficient manner, anticipating requirements, responding to changing circumstances and demands on their time
1. Provide leadership to the executive assistant team, including supporting training, development, standard work processes, team resilience and effective cross cover arrangements
1. Receive and prioritise incoming telephone calls and correspondence (including emails), ensuring that they are dealt with efficiently and effectively. Filter enquiries in an effective manner, taking responsibility for necessary follow up action
1. Respond to correspondence, including emails, on behalf of the chief executive promptly and to a very high standard. Deal with high level queries or complaints, including from ministerial and MPs offices, senior officials and VIPs
1. Manage the weekly executive team meeting and other ad-hoc meetings, recording and chasing actions on behalf of the executive team. Track issues for follow up and progress and chasing where required
1. Use initiative, diplomacy and tact and take a proactive approach to solving problems and delegating issues as appropriate. Provide rapid response to conflicting demands and priorities
1. Ensure that relevant issues of concern with the organisation are brought to the attention of the chief executive or appropriate member of the executive team
1. Use judgement to prepare or commission briefings for the chief executive on specific topics, including research and analysis of information as required
1. Operate a system of stakeholder management to ensure effective working relationships with partner organisations and other external parties
1. Use delegated authority from chief executive to plan, monitor and manage initiative and projects as requested by them, including preparing regular reports. Produce Powerpoint presentations and other documents to a high standard using the full suite of Microsoft Office applications
1. Collate directors’ annual leave ensuring adherence to trust requirements
1. Use initiative to liaise and communicate effectively with external agencies, partner organisations and visitors, and across the trust with executive and non-executive directors, senior managers and other staff in response to queries and requests for advice.
1. At all times act as an ambassador for the executive and trust, being professional, confident, courteous and helpful. Work sensitively and professionally with the highly sensitive and confidential information to which they will be privy
1. Take responsibility for ensuring the office comply with agreed appropriate Trust policies, procedures and guidelines. Implement policy for own area and propose changes impacting beyond own area
Training
Provide training to new members of the executive support team in office administration and support systems and processes.
Financial responsibilities
Raise purchase orders, process invoices and expense claims and monitor expenditure.
