Job responsibilities
Personal
Assistance to the Chief Executive
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To act as the initial point of contact for the
CEO, ensuring that all telephone calls are dealt with efficiently and
effectively, assessing priorities and redirecting calls, enquiries and requests
as necessary.
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Liaise with external contacts, stake-holders
liaison (HUK, Bury Council, CQC, GM Hospices etc).
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In the absence of the CEO use initiative to
maintain the appropriate level of service, liaising where necessary with the
Senior Leadership Team (SLT) ensuring that queries are dealt with in accordance
with normal practices and policies.
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Support the CEO and other members of the SLT
by receiving, appraising and filtering and distributing telephone calls and/or
email, whilst using own judgement to prioritise and initiative responses where
appropriate. Monitor progress of correspondence, to ensure deadlines are met.
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To receive visitors as required by the CEO and
Board of Trustees.
- To have
responsibility for the Hospice Governance Calendar including the planning and
inclusion of all operational, sub-committee and main board meetings. Once calendar has been ratified, the
executive assistant has responsibility to maintain the calendar ensuring flow
of meetings throughout the year.
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To act as a point of contact for the Hospice,
Board of Trustees, Senior Managers on behalf of the CEO.
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To be proactive in forward planning various
tasks, plan meetings ensuring that in advance of meetings/appointments all
relevant information is prepared, whilst being aware of conflicting demands on
the CEOs time.
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Maintain the CEOs appointment schedule by
planning and scheduling meetings, conferences, teleconferences and travel.
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As requested by the CEO and the Board of
Trustees, prepare a range of documents including general correspondence,
tables, spreadsheets, presentations and reports using Microsoft Suite of
Programmes, prioritising workload effectively to meet deadlines.
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As requested by the CEO undertake planned
project work.
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Assist the CEO in handling all matters of a
highly confidential nature.
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Produce high quality documents from manuscript
drafts/email/shorthand in line with Bury Hospice procedures and standards.
- Responsibility
for the accuracy, maintenance and circulation of the Senior Managers On Call
rota. Ensuring IPU and SLT are aware of
changes as and when they occur.
- To
organise and record the weekly Hospice Huddle ensuring Hospice-wide email
communication to all staff is circulated on the same day of the huddle.
Administrative
Support to the Board of Trustees
- To provide
administrative support to the Chair of Trustees, in all areas of governance.
- To support
the Chair of Trustees in the recruitment of new trustees, ensuring all
appropriate processes are implemented including mandatory requirements.
- Executive
Assistant will establish a supportive and informative role with regards the
Board of Trustees as a whole, acting as liaison between trustees, staff and
external supporters etc.
- Ensure
trustees receive agendas, papers and appropriate documentation in preparation
for governance meetings and in a timely manner.
- Maintain
the attendance records for all meetings, also ensuring these are quorate in
advance; in line with terms of reference for each meeting.
This job description is not an exhaustive list of duties.
