Job summary
This is an exciting opportunity to join our small, friendly team and to use your skills to develop this Executive Assistant role which is central to the smooth running of the organisation as it continues to grow. You will be working with a committed group of people, including clinicians working in all areas of the country, and making a real difference to the lives of patients.
We intend to hold interviews for this role on 07 December 2023, and possibly also on 06 December 2023.
Main duties of the job
JOB SUMMARY
To provide a comprehensive, efficient and effective executive assistant and secretarial service to the Chief Executive, and to provide additional administrative support to the Deputy Chief Executive and other members of CDS UKs core team.The role will include diary and inbox management for the Chief Executive, and we are looking for the postholder to undertake this proactively, helping to prioritise and delegate incoming tasks.
The postholder will also handle the day-to-day HR administration requirements of the organisation, such as monitoring leave maintaining confidential information on behalf of staff and associates.
The postholder will play an ambassadorial role for CDS UK on behalf of the Chief Executive, so excellent written and interpersonal skills are essential.
About us
CDS UK (the Clinic for Dissociative Studies) is a specialist psychotherapy service established in 1998, offering assessment and long-term specialist outpatient treatment to people with dissociative disorders, in particular dissociative identity disorder (DID - formerly called multiple personality disorder). Our patients have often suffered the most extreme forms of abuse and represent one of the most vulnerable and complex client groups. Whilst many of the tasks involved in the role are straightforward, there can be some emotional impact from working in this difficult field, so resilience is important.
CDS UK is a Charitable Incorporated Organisation (CIO) and an Independent Provider to the NHS, and is subcontracted by NHS commissioning organisations nationally on a discretionary per-patient basis, where local mental health services are unable to provide appropriate treatment.
Job description
Job responsibilities
KEY TASKS
Administrative and Secretarial Support
- Provide high-quality, comprehensive secretarial support, including extensive use of many Microsoft applications and other digital platforms.
- Assist with general administrative responsibilities, taking on appropriate duties as delegated.
Receive telephone calls and other communications, responding to enquiries as appropriate and dealing with incoming communications in an efficient and courteous manner, screening and prioritising calls to the Chief Executive where appropriate.
Receive and open incoming e-mails, assessing for priority and action. Ensure urgent and sensitive items are dealt with promptly and as required, and - over time and through discussion with the Chief Executive - pass appropriate actions to other colleagues to deal with on the Chief Executive's behalf.
Compile routine letters and electronic correspondence on behalf of the Chief Executive (and, in some cases, on behalf of other members of CDS UKs core team), taking care to maintain confidentiality.
Organise and manage your own workload, ensuring deadlines are observed and duties performed efficiently.
- Organise and manage the diary of the Chief Executive in a proactive way to make maximum use of time, including prioritising, scheduling, researching and briefing the Chief Executive prior to commitments as required setting up and using a bring-forward system so that the Chief Executive is fully prepared for upcoming appointments. The post holder will also communicate diary information to others as needed, including annual leave and cover arrangements.
- Lead on task management on behalf of the CEO, maintaining and helping to prioritise the CEO's list of outstanding tasks and providing appropriate background information and support to facilitate their timely completion.
2 Information and Office Systems
- Maintain confidential electronic filing systems for the Chief Executive, working alongside the Administrator and the Office & Referrals Manager to utilise and develop systems for the control of e-mails and appropriate handling of records.
- Design and produce material using Microsoft PowerPoint, Excel and other software for management presentations, training and other applications.
3. Meeting Coordination
Arrange meetings and schedules and act as liaison point for all parties concerned, including managing online meetings or booking venues and hospitality as appropriate.
Undertake the preparation and production of agendas, collating all necessary information and supporting paperwork and ensuring timely distribution.
Take minutes and records of meetings as required.
4. Human Resources
- Administer CDS UKs day-to-day HR needs, including maintaining up-to-date records for all employees and contractors.
- Monitor, record and manage annual leave, sick leave, personal development plans, training records and related information using agreed software.
- Handle basic enquiries on HR-related matters, referring to CDS UKs HR Consultant where needed.
- Work alongside the Administrator, who is responsible for organising matters related to recruitment, to ensure that onboarding is handled effectively.
5. General Responsibilities
- Despite working with subcontracted clinicians across the country, CDS UKs core team is relatively small, comprising less than fifteen people at present. Effective collaborative working is therefore essential, and the post holder will be expected to assist with general duties not specified above that reasonably fall within the scope of their role and where time permits.
- The postholder will be expected to provide a level of cover for other members of the Business & Administrative Team when they are away.
Job description
Job responsibilities
KEY TASKS
Administrative and Secretarial Support
- Provide high-quality, comprehensive secretarial support, including extensive use of many Microsoft applications and other digital platforms.
- Assist with general administrative responsibilities, taking on appropriate duties as delegated.
Receive telephone calls and other communications, responding to enquiries as appropriate and dealing with incoming communications in an efficient and courteous manner, screening and prioritising calls to the Chief Executive where appropriate.
Receive and open incoming e-mails, assessing for priority and action. Ensure urgent and sensitive items are dealt with promptly and as required, and - over time and through discussion with the Chief Executive - pass appropriate actions to other colleagues to deal with on the Chief Executive's behalf.
Compile routine letters and electronic correspondence on behalf of the Chief Executive (and, in some cases, on behalf of other members of CDS UKs core team), taking care to maintain confidentiality.
Organise and manage your own workload, ensuring deadlines are observed and duties performed efficiently.
- Organise and manage the diary of the Chief Executive in a proactive way to make maximum use of time, including prioritising, scheduling, researching and briefing the Chief Executive prior to commitments as required setting up and using a bring-forward system so that the Chief Executive is fully prepared for upcoming appointments. The post holder will also communicate diary information to others as needed, including annual leave and cover arrangements.
- Lead on task management on behalf of the CEO, maintaining and helping to prioritise the CEO's list of outstanding tasks and providing appropriate background information and support to facilitate their timely completion.
2 Information and Office Systems
- Maintain confidential electronic filing systems for the Chief Executive, working alongside the Administrator and the Office & Referrals Manager to utilise and develop systems for the control of e-mails and appropriate handling of records.
- Design and produce material using Microsoft PowerPoint, Excel and other software for management presentations, training and other applications.
3. Meeting Coordination
Arrange meetings and schedules and act as liaison point for all parties concerned, including managing online meetings or booking venues and hospitality as appropriate.
Undertake the preparation and production of agendas, collating all necessary information and supporting paperwork and ensuring timely distribution.
Take minutes and records of meetings as required.
4. Human Resources
- Administer CDS UKs day-to-day HR needs, including maintaining up-to-date records for all employees and contractors.
- Monitor, record and manage annual leave, sick leave, personal development plans, training records and related information using agreed software.
- Handle basic enquiries on HR-related matters, referring to CDS UKs HR Consultant where needed.
- Work alongside the Administrator, who is responsible for organising matters related to recruitment, to ensure that onboarding is handled effectively.
5. General Responsibilities
- Despite working with subcontracted clinicians across the country, CDS UKs core team is relatively small, comprising less than fifteen people at present. Effective collaborative working is therefore essential, and the post holder will be expected to assist with general duties not specified above that reasonably fall within the scope of their role and where time permits.
- The postholder will be expected to provide a level of cover for other members of the Business & Administrative Team when they are away.
Person Specification
Qualifications
Essential
- Strong academic results in written English
- Evidence of continuous professional and personal development
Desirable
- Basic HR training
- Relevant qualification that provides evidence of essential knowledge and skills
Experience
Essential
- At least 2 years previous experience in a busy office environment
- Previous work in a PA, Executive Assistant or Senior Administrator role
- Evidence of interest and success in improving office/work systems
- Proven use of common computer applications, with intermediate or advanced use of Microsoft Office (Word, PowerPoint, Outlook, Excel and Teams)
- Experience of analysing and presenting a range of reasonably complex data
- Managing a variety of work areas and systems at any one time
Desirable
- Experience of working in healthcare
- Experience in managing and prioritising another persons diary
- Experience in minute-taking
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Excellent numerical skills
- Attention to detail, even when working quickly
- Negotiation and problem-solving skills, and ability to respond to sudden unexpected demands
- Ability to work on own initiative and organise own workload without supervision, working to tight and often changing timescales
- Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority
- Knowledge of general data protection requirements and good information governance practice, including handling confidential and sensitive information in accordance with key related legislation
- Understanding of and commitment to diversity and equality of opportunity and good working relationships
Desirable
- Knowledge of compliance and regulatory frameworks in the charity sector
- Background in or knowledge of HR
- Experience in using a bring forward system or other mechanism to ensure manager is provided with key materials in a timely manner
- Experience in supporting a manager by screening incoming communications and proactively assisting with prioritisation and planning
- Ambassadorial skills: experience in acting as the representative of a manager to colleagues and external stakeholders, both verbally and in writing
Personal Qualities
Essential
- Ability to remain calm and friendly under pressure
- Ability to deal with distressing or emotional situations and discussions objectively and with emotional intelligence
- Ability to maintain appropriate professional boundaries
- Interest in improving systems to make them more efficient and effective, and confidence to share ideas and suggestions proactively
- Willingness to work as part of a team and to adapt to different tasks as needed
- Ability to use own time effectively, even when working from home and during periods without direct supervision
- Ability to seek and utilise support where needed
Desirable
- Evidence of prior work in an environment where clients/patients have experienced trauma
Person Specification
Qualifications
Essential
- Strong academic results in written English
- Evidence of continuous professional and personal development
Desirable
- Basic HR training
- Relevant qualification that provides evidence of essential knowledge and skills
Experience
Essential
- At least 2 years previous experience in a busy office environment
- Previous work in a PA, Executive Assistant or Senior Administrator role
- Evidence of interest and success in improving office/work systems
- Proven use of common computer applications, with intermediate or advanced use of Microsoft Office (Word, PowerPoint, Outlook, Excel and Teams)
- Experience of analysing and presenting a range of reasonably complex data
- Managing a variety of work areas and systems at any one time
Desirable
- Experience of working in healthcare
- Experience in managing and prioritising another persons diary
- Experience in minute-taking
Skills and Knowledge
Essential
- Excellent written and verbal communication skills
- Excellent numerical skills
- Attention to detail, even when working quickly
- Negotiation and problem-solving skills, and ability to respond to sudden unexpected demands
- Ability to work on own initiative and organise own workload without supervision, working to tight and often changing timescales
- Excellent inter-personal skills and the ability to communicate and work effectively with a wide range of people from different backgrounds at all levels of seniority
- Knowledge of general data protection requirements and good information governance practice, including handling confidential and sensitive information in accordance with key related legislation
- Understanding of and commitment to diversity and equality of opportunity and good working relationships
Desirable
- Knowledge of compliance and regulatory frameworks in the charity sector
- Background in or knowledge of HR
- Experience in using a bring forward system or other mechanism to ensure manager is provided with key materials in a timely manner
- Experience in supporting a manager by screening incoming communications and proactively assisting with prioritisation and planning
- Ambassadorial skills: experience in acting as the representative of a manager to colleagues and external stakeholders, both verbally and in writing
Personal Qualities
Essential
- Ability to remain calm and friendly under pressure
- Ability to deal with distressing or emotional situations and discussions objectively and with emotional intelligence
- Ability to maintain appropriate professional boundaries
- Interest in improving systems to make them more efficient and effective, and confidence to share ideas and suggestions proactively
- Willingness to work as part of a team and to adapt to different tasks as needed
- Ability to use own time effectively, even when working from home and during periods without direct supervision
- Ability to seek and utilise support where needed
Desirable
- Evidence of prior work in an environment where clients/patients have experienced trauma
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
