Job responsibilities
JOB SUMMARY
The post holder will be
responsible for providing a high level of secretarial and administrative
support to the Chief Executive Officer, taking responsibility for the
management of the Executive Office. The post holder must be capable of
demonstrating initiative and discretion, to work independently, take responsibility
and make decisions in the execution of his/her duties.
KEY RESULT
AREAS:
1
To Manage the office of the
Chief Executive Officer which includes:
Organising and prioritising
the CEOs schedule and workload, ensuring management of emails and the timely provision
of appropriate papers and files, internally and externally
Ensuring deadlines are
brought to the attention of the CEO and ensuring appropriate information and
issues are promptly forwarded to and followed up with senior managers within the
department.
To provide support to the executive
management meetings, including papers and follow up of actions.
The post holder
will be responsible for handling important and sensitive issues e.g. typing
reports, correspondence for disciplinary issues, investigations or appeals
which may contain distressing information.
2
To provide the Chief Executive
Officer with a high level of confidential personal secretarial and
administrative support including the preparation and drafting of
correspondence, reports and returns as appropriate. The post holder will also
be required to take minutes of internal and external meetings on a regular basis
and undertake projects as required by the Chief Executive Officer.
3
Act as first point of contact
for the Executive Office dealing with issues that require prompt attention and
resolution on a daily basis both externally and internally, as and when they
arise. This will include contact with internal staff and external public, service
users and carers and other agencies.
4
Act as first point of contact
for the collection and collation of information and to follow up and obtain
progress and action reports on action which has been requested by the Chief Executive
Officer.
5
Provide support to senior
managers within the directorate, including provision of advice regarding
ongoing issues and within capacity, providing administrative and secretarial
cover which may include taking notes of meetings.
6
The post holder will also
provide PA support to other members of the Executive Team and PA colleagues as
part of cross cover arrangements.
7
To efficiently undertake
routine office duties including: dealing with telephone enquiries,
photocopying, receiving visitors, managing incoming and outgoing mail and
processing invoices for payment.
8
To arrange meetings/workshops
and conferences, book venues and facilities, arrange travel and accommodation,
arrange hospitality and ensure the timely dispatch of correspondence and
information to all participants. This includes travelling to other localities
and venues to organise, oversee and ensure smooth running of events.
9
To use a variety of computer
software e.g. Word, Excel, Power Point, to produce reports, presentations,
correspondence and other documents via copy or audio to a high standard, and to
exploit new technology to improve communication and presentation.
10
To develop and maintain
efficient and effective office management systems, including filing and
information storage and disposal, maintaining personal staff files and
maintaining a comprehensive, up-to-date and efficient information and bring
forward filing system.
11
Receive, process and monitor
annual leave (senior managers) ensuring adequate cover is maintained, through
liaising with the Chief Executive Officer.
12
Recording of sickness and
absence (senior managers) ensuring it is monitored to the Trusts standards.
13
Within capacity limits and,
in line with requests from the Chief Executive Officer provide support and
co-ordination to a variety of formal meetings linked to the Chief Executive Officers
sphere of responsibility.
Executive Management
Team Meeting
The Executive Management Team
put into action the strategic direction and priorities set by the Trust Board.
They are responsible for the day to day running of the Trust, making sure that
resources are in the right place to provide high-quality care and achieve our
mission and objectives.The management responsibility of the post holder
for this committee is:
1
To ensure the timely dissemination
of papers and completion of comprehensive minutes.
2
To pull together an agenda
from the forward plan and identify issues from the previous minutes.
3
To organise and ensure speakers
are adequately forewarned of the agenda items to enable them to prepare
presentations for the meeting.
4
To book rooms and send out
invitations and ensure all committee members are aware of the dates and venues.
Undertake administration
support to all functions of the Chief Executive Officer portfolio.
Trust Values:
The Trust is committed to ensuring the highest
standards of care and treatment and expects that all staff treat people e.g,
service users, their carers, relatives, friends, colleagues, visitors etc, with
dignity and respectat all time. The post holder must
all time act in accordance with the Trusts Values:
Honest, open, transparent
Respectful
Person first and in the
centre
Improve and be
outstanding
Relevant today, ready for
tomorrow
Families and carers
matter
Safeguarding:
Report any concerns regarding
the safety or wellbeing of children, adults service users, members of their families etc, in accordance
with Trust Policy.
Prevent and respond
appropriately to abuse and understand own role in this by undertaking
Safeguarding training.
Trust policies and commitments to be read in line with
the relevant Trust Policy:
All staff employed
by the Trust must comply with the Trusts policies and procedures, undertake
appropriate training required for their role and commit to:
ensure
they are aware of the Whistleblowing Policy and how they raise concerns;
maintain confidentiality,
in line with the Trusts Confidentiality Policy and Code of Conduct;
understand their
personal responsibilities with regards to data quality for any information
which they create, use or process in accordance with the Data Protection Act
1998 and Trust Data Protection Policy;
comply with the
provisions of The Trusts Health and Safety Policy and Protocol. Ensuring their
own safety and that of colleagues, service users and visitors. Know the action
to be taken in the event of a fire and must undertake fire training annually;
receive supervision in
line with the Trusts Supervision Policy and an annual Appraisal in line with
the Trusts Appraisal Policy, during which mandatory, role specific and
personal development needs should be identified and agreed;
understand their responsibilities
under the Trusts Equal Opportunities in Employment Policy and ensure that they
adhere to the provisions of the policy;
recognise, respect and
support the equality diversity of staff, colleagues, service users, carers and
the public. Contribute to a working environment which promotes and responds
positively to difference and diversity;
ensure they carry out
their duty to safeguard and promote the welfare of children and young people under
the age of 18 years, as issued under Section 11 of The Children Act 2004, by
being familiar with and adhering to Trust safeguarding policies and
participatingin relevanttraining;
comply with their
professional responsibilities to develop their practice and deliver care
through a Clinical Governance framework (i.e. CPD, Audit, Supervision);
demonstrate, through
practice and practical understanding, the importance of the continual
development of individual, team and service wide quality improvement;
abide by relevant
codes of professional practice, with the organisation taking action when codes
of conduct are breached;
work flexibly to meet
the needs of the service/organisation, whilst working within a culture of
progressive employment practices and commitment to the Investors in People (IiP)
Standards.
adhere to the Trusts smoke free policies, which
prohibits smoking anywhere on Trust grounds;
being socially responsible by complying with measures that support the
Trust in reducing or offsetting our environmental impact;
Identify and report risks, hazards, incidents, accidents and near misses
promptly;
In addition to the
Trusts own responsibilities under the Health and Social Care Act 2008, Code of
Practice on the prevention and control of infections and related guidance, for your
safety, ALL staff (and contractors) are responsible for ensuring their work
adheres to this Code in the delivery of safe patient care.
This job description is an outline of the main duties of
the post. The postholder will be required to undertake other duties commensurate
with the band as directed. The content of this post will be reviewed in consultation
with the postholder when necessary and in line with the service developments.
For full details of the role please see the supporting documents attached.
