Senior Administrative Support Officer

Job description

Job responsibilities

1. Provide a complete Personal Assistant service to the Deputy Chief Executive including organising travel arrangements, proactively managing diaries and e-mail accounts, dealing with actions from meetings and application of e-signatures.

2. Provide administrative support to the wider Executive Team including organising travel arrangements, proactively managing diaries, processing of correspondence and application of e-signatures

3. To deal effectively with highly confidential and sensitive issues, maintaining confidentiality at all times.

4. To work efficiently and flexibly within the Executive Services office team, maintaining a highly professional level of support within the team environment, and providing assistance and cover where necessary.

5. To build effective working relationships both with internal and external stakeholders both in person and virtually to take into account the nature of different working arrangements.

6. To draft documents and correspondence on behalf of the Deputy Chief Executive and Executive Directors and to format documents, such as letters and presentations, as required.

7. To screen the Deputy Chief Executives email for meeting requests and action appropriately, always maintaining awareness of confidentiality

8. To maintain the diaries of the Deputy Chief Executive and Executive Directors, organise meetings and arrange appointments as required, booking rooms and arranging and providing refreshments where appropriate.

9. Ensure that a secretarial support service is provided to Non-Executive Directors as required where cover is necessary in the absence of other team members.

You should also have excellent keyboard skills and know how to format and produce documents using an in-depth knowledge of Microsoft Office products in particular Microsoft Outlook, Teams, Word, and Excel.

10. Be responsible for the management of the teams PA Admin calendar, inbox and workplan to ensure sufficient resource is provided to administer all administrative tasks and subgroup meetings for which the team is responsible.

11. To provide meetings administration service to subgroups of the Trust Board committees, including clearing of papers and issuing agenda and reports, as well as maintaining the work programme.

12. To clear papers and minute meetings.

13. To support the Head of Executive Services in promoting good standards of corporate governance, administration and minute taking.

14. Utilise IT applications as appropriate to provide efficient and effective support to the Deputy Chief Executive and Executive Directors.

15. Develop and maintain effective filing and bring forward systems within the Secretarial Drive.

16. Support the management of cost by maintaining detailed records which underpin financial transactions authorised from the Office of the Chief Executive budget.

17. Line management of the Administrative Assistant, co-ordinating activities to ensure maximum effectiveness.

18. Monitor performance of the Administrative Assistant and manage annual leave, sickness, disciplinary and performance issues in line with Trust policies and the effective delivery of service.

19. Ensure all direct reports receive performance reviews and that personal development plans are in place and reviewed on at least an annual basis.

20. Review administrative processes on a continuous basis and make recommendations for improvements.

21. Be able to travel easily to other bases across the EMAS geographical area where required to be able to support meetings and administrative tasks.

22. Any other reasonable duties assigned by the Head of Executive Services within the level of responsibility and scope of the post.

Person Specification

essential

Essential

• Proven track record in a secretarial role to a senior Executive and of supervising a team Experience of providing administration/secretarial support to large and complex meetings Experience of minuting virtual meetings
• Ability to take and transcribe minutes of meetings effectively both in person and virtually Advanced understanding of Microsoft Office software, including Outlook, Word and Excel packages Excellent skills in organising and maintaining office systems Ability to draft reports and correspondence Applies initiative appropriately to problem solving at work Demonstrates excellent communication skills, both verbally and in writing Demonstrates effective skills in time management Demonstrates effective skills in supervision and line management of staff Able to travel easily to other bases across the EMAS geographical areas where required
• Good attendance record Smart and professional appearance Portray a professional and confident image Proactive/'Can Do' approach Ability to work well under pressure Ability to work accurately and on own initiative Willingness to be flexible to meet the needs of the Trust Demonstrates ability to manage highly confidential information in a professional way.

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

East Midlands Ambulance Service NHS Trust

Address

Horizon Place

Nottingham

NG8 6PY

Employer's website

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