Executive Support Officer

Job description

Job responsibilities

Please note: This role is currently going through a job evaluation process.

Main Duties and Responsibilities

1. First point of contact to the Executive Directors, ensuring that all issues are directed to the appropriate area/person.

2. Provide a full range of Executive support duties, including typing of correspondence sometimes from dictation, supporting the preparation and distribution of reports and other documents. To use initiative and produce accurate work to a high level of presentation.

3. Plan, organise and maintain the diaries and commitments of the Executive Directors, and the Chief Executive and Chairman when required.

4. Manage the diary in a constructive and supportive way and prepare appointment schedules in accordance with changing demands.

5. Ensure Executive Directors are aware of deadlines and upcoming meetings and appointments.

6. Proactively manage the Executive Directors inbox and other correspondence using knowledge gained from working for the Director to make informed decisions, draft responses and forward communication to direct reports where necessary.

7. Provide cross-cover during periods of absence or peak workloads as required, working as part of a wider team, including the Corporate Governance Office.

8. Handle sensitive queries in writing, by telephone or in person from colleagues, patients, external parties and other health related organisations including MPs, in an effective, confidential manner as a representative of the Trust, to reflect a positive corporate image. To be aware of corporate sensitivities and reflect and interpret these accordingly wherever appropriate.

9. Use own initiative to determine what help and support can be provided, assist accordingly, and have the ability to deal with a number of tasks at the same time often with conflicting short timescales.

10. Organise, establish, and maintain an effective and comprehensive record keeping system, electronically, to ensure that correspondence, papers, and other confidential items such as personnel files are kept accessible and secure.

11. Book Conferences and facilities.

12. Supporting the Executive Directors with the Trusts annual Celebrating Excellence Awards by liaising with judges and nominees to arrange meetings and judges visits, collating scores on behalf of the Executive Directors working to strict deadlines.

13. Deal with any complaints received in an empathetic manner, triaging calls and passing on information to the appropriate person/Department. Ensure follow up occurs in an agreed timeframe and deal with concerns in a calm and approachable, professional, and sensitive manner.

14. Link with other appropriate personnel within the Trust who deliver reports and project work to proactively obtain information which may be required by the Director or for a formal Committee or Trust Board meeting.

15. Undertake clerical/general office procedures including photocopying, filing, collation, and distribution of information.

16. Carry out research on behalf of the Executive Director through use of the internet and other media when assisting in the preparation of internal and external reports, presentations, or other communication material.

17. Implement systems to improve the effectiveness and working practices of the office.

18. Manage own workload, prioritising activities to meet deadlines, and escalate issues accordingly.

19. Work as part of the wider Corporate Governance Team to support colleagues and prioritise workload across the Team.

Meetings

1. Arrange meetings in a timely manner, which on occasions may be complex, requiring manipulation of diaries and re-arranging of existing diary appointments.

2. Undertake full meeting administration including liaising with the meeting Chair to agree agendas, workplans, collating meeting papers and disseminating in a timely manner and to a high standard.

3. Attend regular and ad-hoc meetings to take minutes, meetings can be in excess of two hours duration requiring extended concentration.

4. Transcribe minutes of meetings requiring extended periods of typing to ensure accuracy and completeness of minutes.

5. Ensure that the bring-forward and pending systems are accurate to ensure that the Executive Director is properly prepared for forthcoming meetings, including the preparation of briefing notes on potential problems or difficulties likely to arise.

6. Maintain up-to-date meeting Terms of Reference, workplans and contacts lists for all meetings administered by the wider Team.

7. Ensure Corporate templates and processes are followed. Provide mentoring and support to colleagues across the organisation to embed and maintain high standards.

8. Organising meetings and any associated work (e.g., venues, communications, refreshments, arrangements for the public to attend etc).

9. Summarising meeting minutes in Chairs reports on behalf of the Executive Directors.

10. Format papers for Executive Directors using information supplied by various numerous colleagues.

Policy Management

1. Escalate expiry dates of Trust policies to accountable leads and lead on the chasing, formatting and uploading policies onto the intranet, updating the policy log to reflect policy status ensuring these are kept up to date.

Other duties

1. Maintain appropriate electronic records on Electronic Staff Record (ESR) using the Supervisor Self Service Function and Empactis to support the Executive Directors, in ensuring records of appraisals and mandatory training are maintained.

2. Receive, process, and monitor annual leave for the Executive Directors and direct reports, to monitor adequate cover is maintained.

3. Use the information technology systems available to arrange travel and accommodation.

4. Maintain accurate records of expense claims on behalf of the Executive Directors in line with the agreed deadlines to payroll.

5. Supporting recruitment days for new Executive Director posts by scheduling diaries, printing interview packs, chaperoning candidates for various parts of the day, undertaking ID checks.

6. Support induction and onboarding of new Executive Directors and their direct reports.

7. Assist the Executive Assistant with shortlisting of candidates and participate on interview panels for new Team members.

8. Support the apprentice administration assistants.

9. Maintain the Executive on Call Rota in line with the Senior Manager on Call arrangements to ensure this is kept up to date and shared Trust wide.

10. Excellent attention to detail and proven organisational and forward planning skills are essential for the role, capability of identifying new and effective ways of working and best practice.

Other Duties

1. The post holders duties must always be carried out in accordance with the Trusts Equal Opportunities Policy.

2. The post holder is responsible for taking reasonable care with regard to their self, as well as any colleagues, patients or visitors who might be affected by any act by the post holder in accordance with the Trusts policies on Health and Safety.

3. Maintain a professional appearance in line with the Trust dress code.

4. Uphold the Trusts values and behaviours, available on the Trust Intranet site and behave in a manner fitting with the responsible position of the role, maintaining the public confidence.

5. Maintain professional and courteous working relationships with staff and respect the equality and diversity of each and every person you come into contact within the course of their business.

Person Specification

Qualifications

Essential

• NVQ level 3 in Business Administration.
• General Education to GCSE level or equivalent (4 GCSEs Grade C or above).

Desirable

• Educated to Degree level or relevant experience.

Experience

Essential

• Substantial experience of working for a Senior Manager/Director.
• Significant experience of office procedures and Microsoft Office packages.
• Experience of taking comprehensive and accurate minutes.
• Diary management experience.
• Working as part of a team.
• Good telephone manner with ability to take clear and accurate messages and ensure they are passed on appropriately.

Desirable

• Audio Typing.
• Experience of working in a busy office environment within a large organisation.
• Experience of following documented administrative processes.
• Previous NHS experience.

Certificate of Sponsorship

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).

Employer details

Employer name

The Mid Yorkshire Teaching NHS Trust

Address

Pinderfields Hospital

Aberford Road

Wakefield

West Yorkshire

WF1 4DG

Employer's website

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