Executive Assistant inGuildford inGuildford PUBLISHED 14 DEC 2023

KEY RESULT AREAS/MAIN DUTIES AND RESPONSIBILITIES:

Works autonomously as administration services leader supporting the Executive team at the Host organisation with the ability to use own judgement, initiative and analysis Personal Assistant to Executive team receiving and providing complex and sensitive information Supplies ordering, purchase orders and finance administration

3.1. Administrative leadership
3.1.1 Act as an ambassador for the contribution the administration team makes to RRDN strategic and operational objectives.3.1.2 Line manage, develop, train and mentor administrator/s (where necessary) ensuring a high level of service delivery, quality and governance, sharing successes and inspiring confidence.3.1.3 Responsible for continuous service improvements that are responsive to the RRDNs administration services, needs and providing value for money.3.1.4 Responsible for the delivery of administration systems training that supports the delivery of RRDN Executive objectives.3.1.5 Responsible for maintaining the administrative systems3.1.6 Ensure all involved in the administration of the RRDN have a deep understanding of customer needs and RRDN Executive business objectives and ensure administration systems directly link and support these objectives.3.1.7 Promote customer service skills that are second to none and be professional, efficient and courteous at all times.3.1.8 Proactively lead on the development and implementation of procedures to ensure the RRDN is operating in an open, transparent and auditable way.

3.2 Administrative assistant to Executive Team

3.2.1 Coordinate and submit Annual and activity reports as required by RRDN Executive to the RRDN Host Board, constituent Trust Chief Executives and R&D Managers, working with RRDN Data and Analytics.3.2.2 Diary management for RRDN Directors, Heath and Care Directors, NMAHP Director; including organising hotel and travel arrangements where appropriate3.2.3 Organise specific events as required by RRDN Executive Team, sourcing venues where appropriate.3.2.4 Support activities and meeting preparation which involves any member of the RRDN Executive Team, including sourcing venues, making arrangements including purchase order requisition and ordering of refreshments and equipment, preparing and circulating papers and agenda, taking minutes/actions and following up with post meeting papers.3.2.5 Ability and confidence to make appropriate decisions in the absence of an RRDN Executive.3.2.6 Travel around the geographical area of the RRDN South East as required for meetings. Ensure venues for all meetings are fit for purpose with appropriate equipment, materials and refreshments available.3.2.7 Maintain good working relationships with key contacts across all partner organisations.3.2.8 To act as a role model and mentor where required in the development of the team both professionally and personally.3.2.9 To ensure the team has a deep understanding of customer needs and RRDN South East business objectives and ensure administration systems directly link and support these objectives.3.2.10 Promote customer service skills that are second to none.3.2.11 Undertake other duties as required by RRDN Executive Team3.2.12 Using computer software, produce clear visual materials, project documentation and data for use in reports, local briefings, workshops and meetings for both internal and external presentations, adhering to NIHR RDN branding guidelines.3.2.13 Provide training to relevant existing and new staff on systems and processes developed to ensure compliance with standards.

3.3 RRDN Supplies contracts and finance Administration

3.3.1 Be fully competent in the SBS purchase ordering system to provide accurate and timely purchase order requests and work with administration colleagues, RSH Procurement service, RRDN Finance Manager and Finance Officer, to ensure RSH systems are followed.3.3.2 Oversee system for expenditure for all necessary supplies including stationery, office equipment, venues/catering for meetings for tracking against allocated budgets, working in liaison with administrators, RRDN Finance Manager, RRDN Finance Officer and Host (RSH) Finance department.3.3.3 Source venues/catering for RRDN meetings in line with budget requirements, to enable for budget holders to track against allocated budgets, working in liaison with administrators, RRDN Finance Manager, RRDN Finance Officer and Host (RSH) Finance department.

This new role is key to enabling the new South East RRDN executive team to function and perform at its best, continually improving ways of working, to be as efficient, effective and impactful as possible. You will be part of an ambitious, inclusive and compassionate team, committed to collaboration across the region to enable more patients, the general public and healthcare professions the opportunity to take part in research. As an extremely well organised, proactive, insightful individual, with well-developed communications skills and the ability to anticipate the needs of the executive team will enable you to excel in this role. Supporting the executive requires flexibility, tenacity and very well developed people skills. The impact of the role will be evident by high quality accurate documentation and communication that is well organised and handled with sensitivity.

The interview for this role will occur on Tuesday 5th November, so please bear that in mind when applying.

Working with the Executive team provides job variety, and an opportunity to work with a diverse range of multidisciplinary stakeholders and across the South East Region. This will include engaging with senior leaders for example; organisation research, development & innovation departments, higher education institutions and integrated care boards. This necessitates intuitive, considered and effective communication skills. As part of a medium sized multidisciplinary team, you will be encouraged to contribute your ideas and apply your learnings so that our organisation continuously improves our processes and services.