Strong organisational and communication skills are crucial for this role, as the assistant will be the first point of contact for inquiries from various stakeholders, including patients and senior colleagues. The candidate must possess good judgment and flexibility to handle competing demands in a busy office setting. Additional duties include managing room catering for meetings, maintaining filing systems, and supporting wider departmental activities. The Trust offers an induction and support for ongoing professional development through annual appraisals, making this an excellent opportunity for a reliable and dynamic individual looking to contribute to the NHS.
We are currently looking for an enthusiastic and highly motivated admin assistant to join our team as the Executive Support Team Assistant.
As the Executive Support Team Assistant, you will support the Executive Assistants (EAs) to ensure that all Chief Officers and other Board Members needs are met in a timely manner. You will oversee the office upkeep which will include stock orders for both stationery and refreshments, post, answering phone calls to both internal and external people and greeting visitors to the Management Corridor.
The Executive Support Team Assistant will also be responsible for completing the fire safety audits, managing the room bookings system for the Management Corridor, organising refreshments and parking for visitors or in person meetings. You will also be required to support the Executive Support Manager during periods of leave with administrative cover for the Chief Executive and Chair and ensure any urgent queries in her absence are directed to an appropriate person or responded too.
This role involves a lot of computer work as you will be expected to obtain, scan and file confidential paperwork including relating to the Trust, Patients and Chief Officers.
Due to the nature of this role, the ability to work flexibly where needed is required. We will provide you with a complete induction and support continuing development through yearly appraisals.
To support with clerical services within the Executive Suite including, diary management (electronically), telephone enquiries, reception cover and other clerical duties within the department. The post holder will need to be reliable, organised and a flexible team member. The post holder should have a flexible, positive and energetic approach to ensure the smooth running of the Executive Suite is maintained.
About us
Communication skills are paramount to the success of this role. The post holder will need to be confident in dealing with over the phone queries from patients, families, colleagues and senior national and system colleagues. Communication at all levels is required and will have to be able to use effective communication based on the type of call being handled. The post holder will have to have good judgement skills as well has strong organisational skills. This role is in the heart of a busy senior office within the NHS with competing demands regularly. The post holder will need to be able to remain calm and be able to use their judgement and prioritise regularly. Whilst the post holder will always have access to supervision for advice, they will need to be able to plan their own workload accordingly and make judgement calls when required.
Key Duties:
To assist with the day-to-day running of the Chief Executive and Chairs office as well as the Chief Officers as required.
Provide additional support to the Chief Officers and their EAs, undertaking duties as required to enable the smooth running of the office.
To be the first point of contact for telephone and face to face enquiries and act on them as appropriate, accurately recording messages and enquiries and ensuring onward transmission if necessary.
Maintain the post logs within the Executive Suite.
To participate in a roster to ensure that the Executive Suite is covered by EA staff during the hours of 08.30am and 4.30pm.
To collate the whereabouts of the Chief Officers on a weekly basis
To build and maintain good working relationships with Non-Executive Directors and Chief Officers (Executive Directors).
To manage room bookings and catering for meetings as and when required
Use the Trusts Procurement system to ensure stock levels of stationery remain adequate, and raising other Purchase Orders when required
Develop and maintain a corporate filing system as required.
To support the Executive Support Team in ensuring the efficient and timely execution of matters associated with the Trusts Board.
Ensure the Trusts meeting web pages are kept up to date
To undertake such other administrative duties as required by the Executive Support Manager
To assist the department with any internal/external events
Communicate often with external colleagues often at national and system level.
Other Duties:
Keep work areas tidy
Requirement to adhere to Trust Policies and procedures and make suggestions for improvements when requested
Support the wider department when needed.
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