Executive Assistant to Site Director

Job description

Job responsibilities

Understanding of Site Directors priorities, workload and ways of working

Understand the Site Directors ways of working and priorities over the short-, medium- and long-term, handle complex and sensitive information, provide bespoke and flexible support as new priorities emerge, representing these effectively to internal and external stakeholders where appropriate.

Support the Site Director in the delivery of their aims and objectives, proactively anticipating issues and acting on their behalf as required.

Support to the wider Site leadership team in the delivery of their aims and objectives.

Proactively manage the Site Directors diary, prioritising as appropriate to ensure their time is used most efficiently and to best effect.

Arrange meetings with internal and external stakeholders, in line with the Site Directors priorities and responsibilities.

Manage the Site Directors e-mails, highlighting issues that require immediate attention, making enquiries into complex matters as needed, responding to requests, and track progress on incoming and outgoing emails.

Respond to queries, direct to relevant parties and follow these through to completion, persuading colleagues and/or negotiating deadlines on occasion to meet expected timelines.

Where appropriate, liaise with patients and public, including complaints, in a sensitive, helpful manner and follow-up enquiries to ensure that, where necessary, callers have been given appropriate information.

Review responses and contribute to the drafting of complaints and letters allocated to the Site Director.

Create and maintain project and action trackers, updating Site Directors on progress against key projects and driving these forward with the relevant teams.

Proactively follow-up on actions given to the Site Director to ensure effective tracking and timely delivery of these actions.

Support for meetings

Support the Site Director in preparing agendas for formal and informal meetings, taking high quality minutes, and recording and following-up actions from meetings as required.

Support Site Director meetings logistics where required, including circulation of papers, booking meeting rooms, sending out calendar invites, arranging catering.

Ensure papers for internal and external meetings are provided to the Site Directors in good time.

Provide effective cover for other Executive Assistants to Site Directors to support sickness, annual leave and other absence, including deputising for the Executive Assistant to the Managing Director where necessary.

Work collaboratively to establish and maintain good working relationships across the Site leadership and Group Executive teams and with key stakeholders,

Work collaboratively with Executive Assistants at Site and Group level to ensure that, collectively, the Executive support team operates effectively and in an agile and cohesive working environment.

Raise requisitions and purchase orders and receipt against these, using Group financial management systems and processes.

Process expenses on behalf of Site Directors as appropriate using relevant Trust systems and processes.

Develop effective administrative systems and processes on behalf of the Site Directorto ensure high standards are set and maintained.

Support the Site Director with management and co-ordination of staffing systems, includingrecording sickness/annual leave, recruitment and on-boarding of direct reports and highlighting any issues arising.

Manage office stock, and raise stationary and other orders as required.

Arrange travel and accommodation as required.

Participate in project and events management as required.

Maintain the highest standards of confidentiality, particularly when dealing with sensitive information, including information relating to patients and / or staff.

Person Specification

Qualifications and Experience

Essential

• Diploma level qualification or equivalent experience, plus experience of administrative policies and procedures to degree level or equivalent
• Significant previous experience as a Personal Assistant
• Experience of managing diaries of senior managers
• Experience of working with stakeholders internally and externally
• Experience of preparing agendas, taking minutes and actions of meetings

Desirable

• oKnowledge of online Board paper applications

Skills

Essential

• Strong written and verbal communication skills
• Ability to prioritise and manage multiple competing priorities
• Advanced knowledge of IT packages such as Word, Excel and PowerPoint for presentations, preparation of documents
• Knowledge of the NHS and Trust priorities

Desirable

• Knowledge of online Board paper applications

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.

Employer details

Employer name

St George's University Hospitals NHS Foundation Trust

Address

St Helier Hospital

Wrythe Lane

Carshalton

SM5 1AA

Employer's website

https://www.stgeorges.nhs.uk/ (Opens in a new tab)