Personal Assistant - Executive Director Wickford, England
Job description
To proactively monitor project progress, as directed by the Executive Director and Inquiry Director, and provide regular written reports and project updates. To take responsibility for the setting up and organisation of all directorate meetings including preparing agendas, distributing papers in advance of meetings, taking minutes and/or action logs as required and proactively following up progress and actions are carried out. To research information and undertake the co-ordination of surveys/evaluations relating to specific projects. To take responsibility and be proactive in preparing agendas and chasing relevant actions well in advance of meetings, ensuring sufficient time is allowed for gathering appropriate supporting materials.
To adjust the long and short-term plans on own initiative, often at short notice, using persuasion and tact to engage the best possible outcomes. To work on own initiative to prepare background information, collate information into reports, produce statistics and create and manage databases as required. To provide input and support when Trust Policies and Procedures are being written/ amended and ensuring these are taken down the appropriate avenues to being agreed and implemented. To work closely with NEDs as and when required.
It also involves working with NEDs To be responsible for delegated committees as and when required. Responsible for the governance of committees. To manage in partnership with the chair of the committee the agenda, preparation, administration, taking minutes and in some cases production of assurance reports. OPERATIONAL RESPONSIBILITIES To provide a comprehensive personal assistant/administrative support service to the Executive Director and Inquiry Director.
To ensure the corporate brand and culture is accurately reflected in all communications, projects and event. To take responsibility for managing and ensuring the office systems and procedures, both manual and electronic, are continually developed. Review all administrative systems in the light of good office practice to ensure they remain responsive and efficient to meet business requirements developing policies as required. To undertake a full range of administrative/secretarial tasks for the Executive Director and Inquiry Director.
This is likely to include some, or all, of the following duties: High quality copy typing. Compiling of letters and reports using own initiative within a given remit. Manage correspondence through effective mail and bring forward systems undertaking any recording procedures and taking action as appropriate. Maintain an up to date diary and organise appointments for the project.
Co-ordinate travel arrangements and claims relevant to project. To follow up requests for information/responses/reports/material from members and feedback to them as appropriate. The order and follow up of electronic/ building equipment. To take and transcribe minutes/relevant action points in designated formal meetings both within own directorate and other directorates in the Trust.
To adopt a customer focused and professional attitude with all customers at all levels within the trust and other organisations in all scenarios, including executive level meetings. To be proactive in ensuring all meeting papers for are available in good time, alerting the Executive Director and Inquiry Directorof any problems/issues of concern that may become obvious during the course of this. To create and design visual aids/presentations as required. To analyse data/statistical information as required.
To provide administrative support to other senior staff on an ad hoc basis if required. To implement and maintain systems for monitoring and tracking progress with complaints and directorate mandatory training and sickness absence. STAFF MANAGEMENT To be responsible for the recruitment and selection of junior staff for projects including advertising, shortlisting, interview and appointment. To be responsible for the recruitment and local induction of bank/agency/new secretarial/administrative staff engaged to work temporarily for the directorate in the absence of the permanent support staff.
This can include local induction to the Head Office and its procedures, setting up of an email account, provide Trust information, order and supply of staff uniform, arranging attendance of mandatory training, ordering of any electrical equipment that will assist their role and general day to day assistance. To provide training to groups of staff in the directorate on the projects being implemented. The post holder is expected to lead by example and work flexibly with colleagues to ensure that high quality is provided at all times. FINANCIAL MANAGEMENT To be responsible for ensuring that the necessary resources are in place to be successful including office stationery and other stocks such as communications media (posters, DVDs etc) and acting as authorised signatory for appropriate departmental and project supplies.
To complete electronic positive returns, mileage claim forms and stationery orders for the Directorate.
