Job summary
The Diary Manager performs a central function in the organisation providing a focal point for external enquiries and ensuring that directors' days run as smoothly as possible. This is an interesting and fast-paced role, and the successful candidate will need to demonstrate an ability to manage conflicting priorities, with a flexible and proactive approach to work. Our ideal candidate will have at least 3 years previous EA experience, working in a very busy environment. They will also need to have excellent verbal and written communication skills. The postholder will provide comprehensive, efficient, organised, and confidential administrative support to the Executive Directors (4 Directors and Managing Director). This will also include the management of databases e.g., Epay and TRAC and advanced level use of IT packages such as Word, Excel, Outlook, and PowerPoint. Reporting to the Operations and Enterprise Manager, the postholder will be part of the operations team, with responsibility for the secretariat function.
Main duties of the job
- Support the wider activities of the corporate services skill centre
- Handles confrontational issues with ease by using excellent persuasion and listening skills
- Confidently handle enquiries for the Directors time and can decline invitations with a positive and engaging way
- Respond to emails and communications by being professional and articulate
- Always display an enthusiastic and professional manner with an ability to get the job done
- Take ownership of own area of work and resolve any issues or concerns that arise remaining positive
- Make suggestions for areas of improvement and take corrective action on anything that needs your input
- Booking attendance at Conferences and meetings for Executive Directors, arranging appropriate accommodation and travel.
About us
Imperial College Health Partners is a not-for-profit organisation, established by its constituent NHS and academic members. We exist to improve population health, and we do that by supporting partners to understand complex problems, to innovate, and to implement new approaches sustainably within complex systems.
ICHP is also the designated Academic Health Science Network (AHSN)for North West London one of 15 across England. We are funded through local member contributions, national NHS income as well as commercial income to ensure sustainability.
We turn the potential of innovation into reality to help solve pressing challenges by collaborating across the health sector: by connecting a unique network of health experts, ICHP can accelerate the adoption and spread of innovation amongst our member organisations and beyond.
Resolving complex problems require us to mobilise different types of skills, making use of a structured theory of change based on problem-solving, evidence-based innovation, and effective change management support. To make this happen, ICHP projects draw together team members from a variety of 'Skills Centres' within the organisation, alongside more generalist project support.
Job description
Job responsibilities
Planning and Organisational Support
- Organise and plan the Executive Directors diaries and commitments, scheduling formal and complex meetings, including all travel and accommodation arrangements as necessary.
- Source and gather all relevant information to prioritise in-tray and make decisions in consultation with the Executive Directors regarding diary conflicts and different appointments, based on a sound knowledge of the priorities and deadlines involved.
- Ensure that incoming mail to the EA inbox is dealt with quickly or appropriately redirected, and to forward items requiring input from others that cannot be otherwise dealt with, clearly indicating any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation.
- Support with organisation of meetings and events as directed.
- Support the process for the collation and submission of Board, Committee and Executive Board papers within designated timescales.
- Provide coordination of relevant working groups as required.
- Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when other members of the operations team are unavailable.
Communications & Relationships
- Provide professional support, advice, and information in relation to the secretariat function as required, using initiative on issues which can be dealt with personally and where appropriate redirecting to other senior staff, proactively seeking information and passing on.
- Communicate and liaise effectively with members of the Board, Senior Management Team, wider team members and external stakeholders as required on a range of complex and sensitive topics.
- Develop and maintain effective relationships with external stakeholders, key central functions, and colleagues to support the organisation as required.
Human Resources
- Develop self to continually improve performance, participate in the appraisal and personal development planning systems and undertake development activities as necessary
Freedom to Act
- Propose changes to own area of work, informing policy and making recommendations for more effective delivery.
- Works proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed on time.
- Participates in self-development to continually improve performance and undertake development activities that are identified.
Financial and physical resources
- To provide a cost-effective administration service within prescribed boundaries
Job description
Job responsibilities
Planning and Organisational Support
- Organise and plan the Executive Directors diaries and commitments, scheduling formal and complex meetings, including all travel and accommodation arrangements as necessary.
- Source and gather all relevant information to prioritise in-tray and make decisions in consultation with the Executive Directors regarding diary conflicts and different appointments, based on a sound knowledge of the priorities and deadlines involved.
- Ensure that incoming mail to the EA inbox is dealt with quickly or appropriately redirected, and to forward items requiring input from others that cannot be otherwise dealt with, clearly indicating any deadlines or instructions as necessary to facilitate speedy resolution and prioritisation.
- Support with organisation of meetings and events as directed.
- Support the process for the collation and submission of Board, Committee and Executive Board papers within designated timescales.
- Provide coordination of relevant working groups as required.
- Carry out other administrative tasks that fall within the competencies of the post holder in order to provide cover when other members of the operations team are unavailable.
Communications & Relationships
- Provide professional support, advice, and information in relation to the secretariat function as required, using initiative on issues which can be dealt with personally and where appropriate redirecting to other senior staff, proactively seeking information and passing on.
- Communicate and liaise effectively with members of the Board, Senior Management Team, wider team members and external stakeholders as required on a range of complex and sensitive topics.
- Develop and maintain effective relationships with external stakeholders, key central functions, and colleagues to support the organisation as required.
Human Resources
- Develop self to continually improve performance, participate in the appraisal and personal development planning systems and undertake development activities as necessary
Freedom to Act
- Propose changes to own area of work, informing policy and making recommendations for more effective delivery.
- Works proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed on time.
- Participates in self-development to continually improve performance and undertake development activities that are identified.
Financial and physical resources
- To provide a cost-effective administration service within prescribed boundaries
Person Specification
interview
Essential
- Demonstrable commitment to the organisation's values, which are: collaboration, courage, quality, and impact. Commitment to focus on quality, to promotes high standard, and to consistently improve patient outcomes.
Person Specification
interview
Essential
- Demonstrable commitment to the organisation's values, which are: collaboration, courage, quality, and impact. Commitment to focus on quality, to promotes high standard, and to consistently improve patient outcomes.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).