Job summary
As an office manager, the post holder will organise and supervise all of the administrative activities that facilitate the smooth running of the Executive Directors' Office to enhance business efficiency, quality and flexibility of its operations. In addition you will provide management and supervision of a small team of Executive Assistants on a day-to-day basis, ensuring they undertake their required roles and responsibilities whilst following the appropriate processes and procedures.
The post holder will also provide a comprehensive, efficient and responsive Executive Assistant service to the Director of Nursing, Midwifery and Allied Health Professional and the Deputy Director of Nursing, ensuring that all daily commitments and forward planning issues are well organised and prioritised according to current priorities and that deadlines are met.
Main duties of the job
- To manage and motivate the Executive Assistants within the Directors' Office ensuring that they perform effectively both as individuals and as a team.
- Co-ordinate Executive Assistants leave/cover arrangements.
- Co-ordinate induction arrangements for new Executive administration staff.
- To build capacity, resilience and skills of the team to respond flexibly to the changing demands and workloads of the Directors' Office, ensuring that team members understand each other's roles and functions and can provide cover for each other and operate in an integrated way.
- To manage any conduct, performance or sickness issues for the Executive Assistants in line with Trust policies, as and when required.
- Lead, implement and monitor the Trust's policy on information governance and corporate records within the Directors' Office, ensuring that all Executive Assistants comply with the policy.
- Monitor Executive Assistant's mandatory training to ensure that the team complies with Trust policies.
- Undertake any other duties as required, in accordance with the grade and nature of the post.
About us
The Princess Alexandra Hospital NHS Trust (PAHT) provides a full range of general acute, outpatient and diagnostic services at The Princess Alexandra Hospital in Harlow, the Herts and Essex Hospital in Bishop's Stortford, and St Margaret's Hospital in Epping.
We employ 3,500 staff and serve a local population of around 350,000 people living in west Essex and east Hertfordshire, centred on the M11 corridor and the towns of Harlow, Bishop's Stortford and Epping. Our extended catchment area incorporates a population of up to 500,000 and includes the areas of Hoddesdon, Cheshunt and Broxbourne in Hertfordshire.
Job description
Job responsibilities
- Acting as a point of contact for the Directors, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate staff having regard to confidentiality or sensitivity of the information.
- Undertake a broad variety of administrative tasks for Directors including: managing an extremely active calendar of appointments, composing and preparing correspondence; arranging complex and detailed travel plans and itineraries and filtering post.
- To provide comprehensive office services to the Director/s, managing a high level of emails, prioritising action and taking the initiative to action where appropriate, chasing progress to ensure delivery to deadlines, producing correspondence, presentations and reports as required for internal and external use; often to tight deadlines. This will include producing reports using charts produced through Excel and presentations using PowerPoint as required.
- Plan, coordinate and ensure the Director/s schedules are followed and respected providing a "Gatekeeper" role to ensure effective and efficient management of the Directors time. Prioritise conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Work closely and effectively with the Directors to keep them informed of upcoming commitments, following up appropriately where availability or diary commitments change. Prioritise, and follow up on incoming issues and concerns addressed to the Directors including those of a confidential nature.
- Be responsible for the administration of meetings as required by the Directors, ensuring the preparation of high quality presentation material, taking and transcribing of minutes, compiling action lists and monitoring of the actions, collation and distribution of the agenda and papers, room bookings and organising catering if required.
- Organising 1-1 meetings, Six Monthly Reviews and Annual Appraisals, for direct reports to the Directors and highlight availability of key staff for all key meetings and/or projects. Ensuring all paperwork is to hand and fully up to date.
- Demonstrate excellent verbal and written communication skills. Communicate directly on behalf of the Directors, with other Board members, NHS and non-NHS agencies.
- Work in a supportive manner with other members of the Secretariat, to ensure the smooth running of the administration of the organisation.
Job description
Job responsibilities
- Acting as a point of contact for the Directors, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate staff having regard to confidentiality or sensitivity of the information.
- Undertake a broad variety of administrative tasks for Directors including: managing an extremely active calendar of appointments, composing and preparing correspondence; arranging complex and detailed travel plans and itineraries and filtering post.
- To provide comprehensive office services to the Director/s, managing a high level of emails, prioritising action and taking the initiative to action where appropriate, chasing progress to ensure delivery to deadlines, producing correspondence, presentations and reports as required for internal and external use; often to tight deadlines. This will include producing reports using charts produced through Excel and presentations using PowerPoint as required.
- Plan, coordinate and ensure the Director/s schedules are followed and respected providing a "Gatekeeper" role to ensure effective and efficient management of the Directors time. Prioritise conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Work closely and effectively with the Directors to keep them informed of upcoming commitments, following up appropriately where availability or diary commitments change. Prioritise, and follow up on incoming issues and concerns addressed to the Directors including those of a confidential nature.
- Be responsible for the administration of meetings as required by the Directors, ensuring the preparation of high quality presentation material, taking and transcribing of minutes, compiling action lists and monitoring of the actions, collation and distribution of the agenda and papers, room bookings and organising catering if required.
- Organising 1-1 meetings, Six Monthly Reviews and Annual Appraisals, for direct reports to the Directors and highlight availability of key staff for all key meetings and/or projects. Ensuring all paperwork is to hand and fully up to date.
- Demonstrate excellent verbal and written communication skills. Communicate directly on behalf of the Directors, with other Board members, NHS and non-NHS agencies.
- Work in a supportive manner with other members of the Secretariat, to ensure the smooth running of the administration of the organisation.
Person Specification
Experience
Essential
- Experience and proficiency in Microsoft Office applications
- Previous experience of working in an Executive Assistant/Office Manager post or equivalent.
- Previous NHS experience
Skills and Knowledge
Essential
- Ability to work with a wide range of people including Executive and Non-executive Board members
- Strong written and verbal communication skills, including minute taking skills
Qualifications
Essential
- A levels or equivalent experience
Desirable
Person Specification
Experience
Essential
- Experience and proficiency in Microsoft Office applications
- Previous experience of working in an Executive Assistant/Office Manager post or equivalent.
- Previous NHS experience
Skills and Knowledge
Essential
- Ability to work with a wide range of people including Executive and Non-executive Board members
- Strong written and verbal communication skills, including minute taking skills
Qualifications
Essential
- A levels or equivalent experience
Desirable
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.
