Norfolk & Suffolk Foundation NHS Trust

Executive Assistant

This job is now closed

Job summary

An exciting opportunity has become available in the Trust Secretariat team supporting our Executive Directors. We are looking to recruit a motivated and enthusiastic individual with excellent communication skills to join our team on a six month fixed term or secondment basis. The post holder will provide efficient, comprehensive secretarial and administrative support which will include substantial diary and email management and supporting committees/meetings within the Director's portfolio.

Main duties of the job

We are looking for a highly motivated, efficient and personable Executive Assistant to support our Executive Directors. This role requires an understanding and overview of the work of the Executive Directors including managing all mail, telephone calls, messages, emails and coordinating meetings.

The post holder will provide diary management and administrative support to an Executive Director and have the ability to work autonomously and be able to prioritise and manage their own workload in an informed and effective manner. This post holder will need to have experience in facilitating corporate meetings and be able to produce accurate minutes and action logs.

The successful candidate will work alongside a team of Executive Assistants and will contribute to the running of an efficient corporate office. The post holder will also be required to cover in periods of absence of other Executive Assistants.

Finally, the successful candidate must possess strong communication skills in order to build relationships with the Executive Directors, Executive Assistant team and other key stakeholders.

About us

Norfolk and Suffolk NHS Foundation Trust provides child and adult mental health services, learning disability, wellbeing, older people's and eating disorder services across Norfolk and Suffolk.At any one time, around 23,000 people in Norfolk and Suffolk are receiving care and attention from the Trust. We believe in whole life care - seeing people in the context of their whole lives, understanding the importance of good physical health, friends, family, spirituality, culture, home, work, education and a sense of purpose and achievement to experience good mental health.Nearly 3,200 full and part-time practitioners care for our service users in hospitals, in the community and in their own homes, whilst an additional 900+ staff provide non-clinical support, including cleaning, delivering supplies, ward administration, information technology, human resources and financial services.

We are committed to equality, diversity and inclusion and want to reflect the diversity of our local communities within our teams. We welcome applications from all talented individuals with the relevant qualifications, skills, knowledge and experience.

We are committed to delivering quality driven mental health services. Every individual makes a valuable contribution. We are proud of our staff who have been commended for the care they provide. Do you value working positively, respectfully and together? If so, we'd love you to join us!

Date posted

22 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year Per annum

Contract

Fixed term

Duration

6 months

Working pattern

Full-time

Reference number

246-COR5561698

Job locations

Hellesdon Hospital

Drayton High Road

Norwich

NR6 5BE

Job description

Job responsibilities

Management Support

Provide accurate, prompt and efficient administrative support which may include presentations / spreadsheets and reports, diary management, arrangement of meetings, liaising with senior staff in external organisations.

Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards.

Support Board Committee sub-groups, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc

Input into a variety of different systems such as Diligent, Oracle, e-expenses, ESR on behalf of the Executive and Trust Secretariat (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.

Check expenses claims.

Support Executive with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.

Communication

Act as receptionist/first point of contact for the Trust secretariat team, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.

Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.

Manage complaints calls from service users, carers and the wider public, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.

Contribute to effective communication by liaising with internal and external parties and agencies as required. Manage confidential information.

Deal with enquiries and maintain an efficient message system.

Liaise internally and externally in a professional manner providing relevant and timely information.

Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.

Service Development

Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.

Knowledge & Training

Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.

General

Diary and email management for self and others as directed to include appointments / meetings, and regular commitments

To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings

To assist in organising workload of Executive team

Ensure confidential information is managed, retained and stored in line with Trust policy in an efficient and effective manner.

Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions.

To attend and contribute to all internal / external meetings relevant to the post.

Provide data as directed.

Provide cover across the other administrative staff during holidays and sickness.

Ensure that general office supplies are ordered and maintained.

Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented.

Promote the image of the department, checking that notices and leaflets are up to date and well presented.

Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.

Photocopying and word processing documents, letters, emails and minutes and reports when required. Postholder must have a standard level of keyboard skills and able to use Microsoft Office programmes, Skype etc.

Able to work on own initiative and unsupervised, within defined policies and procedures, to set timescales.

Operate a flexible approach to work and encourage other staff to do so; be adaptable to change and able to work as a team across the secretariat.

Support Human Resources in completing P forms for executive and their deputies, taking minutes for disciplinary and other confidential meetings on request.

Undertake any other appropriate tasks as requested by line management in order to meet the needs of the service and in line with the Trust strategy.