Job summary
The post holder will provide diary management support to members of the deputy executive team. They will be responsible for ensuring that the deputy director calendars are managed effectively ensuring to forward plan to identify any potential clashes bringing these to the attention of the director. The post holder will also support members of the deputy executive team with basic administrative tasks such as organizing meetings, printing, meeting paper preparation.
Main duties of the job
We are seeking a highly motivated, efficient and personable administrator to join our secretarial team assisting the Executive Management Team. You will work as part of a small executive support team and will be required to work closely with them to ensure a professional, comprehensive service and ensure the smooth running of the office.
The ideal candidate will be an experienced administrator who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. They will require a friendly and positive outlook, with the ability to manage multiple diaries effectively and take ownership of office processes, in order to provide high-level, comprehensive support to Deputy Executive Directors within the Executive Management Team of North Middlesex Hospital.
The post holder will be able to manage and prioritise demanding workloads effectively and be used to working in a fast-paced environment, delivering high quality administration and office management. You will have a clear understanding of confidentiality and the need for discretion and sensitivity in some circumstances. You will be part of a friendly and pro-active Executive Support team, helping to provide seamless and high quality support.
About us
The Deputy Directors work to the Trust's Executive team and are responsible for supporting the daily running of the hospital who together with the non-executive directors make up the board and have collective responsibility for setting the strategic direction of the Trust, ensuring its achievement against performance targets and upholding high standards of governance and probity.
Job description
Job responsibilities
Duties and Responsibilities:
1. Extensive diary management including flagging any issues or conflicts that arise. This includes arranging both internal and external meetings.2. Liaising with high level Executives and their Assistants.3. Reception duties including greeting/welcoming visitors offering refreshments and answering incoming telephone calls.4. Formatting reports, PowerPoint presentations and general correspondence on behalf of the deputies.5. Management of room booking requests from colleagues across the trust.6. Handling confidential information, support the organisation of HR appeal processes and panels with discretion.7. Provide administrative support for deputy led meetings including taking minutes.8. Provide support and assistance for executive led events and celebrations.9. Management of IT equipment, reporting issues promptly for repair and assisting with meeting set up.10. Internal and external mail management and filtering.11. Reporting maintenance and cleaning issues on the exec floor.12. Liaising with comms around community and external visits including staff wellbeing incentives and events.13. Support with ad hoc printing, scanning, filling of documentation.14. Manage stationary supplies for the executive floor, raising orders on PECOS when required.15. Taking a lead on ad hoc administrative projects on behalf of the team
This job description gives a general outline of the post and is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.
Job description
Job responsibilities
Duties and Responsibilities:
1. Extensive diary management including flagging any issues or conflicts that arise. This includes arranging both internal and external meetings.2. Liaising with high level Executives and their Assistants.3. Reception duties including greeting/welcoming visitors offering refreshments and answering incoming telephone calls.4. Formatting reports, PowerPoint presentations and general correspondence on behalf of the deputies.5. Management of room booking requests from colleagues across the trust.6. Handling confidential information, support the organisation of HR appeal processes and panels with discretion.7. Provide administrative support for deputy led meetings including taking minutes.8. Provide support and assistance for executive led events and celebrations.9. Management of IT equipment, reporting issues promptly for repair and assisting with meeting set up.10. Internal and external mail management and filtering.11. Reporting maintenance and cleaning issues on the exec floor.12. Liaising with comms around community and external visits including staff wellbeing incentives and events.13. Support with ad hoc printing, scanning, filling of documentation.14. Manage stationary supplies for the executive floor, raising orders on PECOS when required.15. Taking a lead on ad hoc administrative projects on behalf of the team
This job description gives a general outline of the post and is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.
Person Specification
Education and qualifications
Essential
- Relevant work experience as an administration assistant or PA
Skills and abilities
Essential
- Excellent organisational skills
- Excellent verbal and written communication skills
- The ability to see the bigger picture and plan, anticipating future requirements.
- The ability to prioritize workload, use initiative and judgement in resolving conflicting priorities.
- Able to develop positive relationships with internal and external stakeholders.
- Confident and competent use of office equipment and IT programs.
- Confident in managing conflicting priorities and to tight deadlines.
- Able to retain accuracy and quality in a fast-paced and high-pressure environment.
Experience
Essential
- Experience of working in an administration or diary management role
- Knowledge of the NHS and Trust strategies and priorities.
Personal qualities
Essential
- A confident and effective communicator
- Ability to handle sensitive situations with tact and diplomacy
- Excellent interpersonal skills with the ability to work well as part of a team, helping to maintain a culture of supportive and effective team working, to handle sensitive situations with tact and diplomacy
- Ability to manage multiple priorities in a calm and organised manner
- A friendly and approachable outlook
- Works well as part of a team and supports others
Values
Essential
- Desmonstrable ability to meet Trust values
Other requirements
Essential
- Appreciation of the need for confidentiality and discretion
Person Specification
Education and qualifications
Essential
- Relevant work experience as an administration assistant or PA
Skills and abilities
Essential
- Excellent organisational skills
- Excellent verbal and written communication skills
- The ability to see the bigger picture and plan, anticipating future requirements.
- The ability to prioritize workload, use initiative and judgement in resolving conflicting priorities.
- Able to develop positive relationships with internal and external stakeholders.
- Confident and competent use of office equipment and IT programs.
- Confident in managing conflicting priorities and to tight deadlines.
- Able to retain accuracy and quality in a fast-paced and high-pressure environment.
Experience
Essential
- Experience of working in an administration or diary management role
- Knowledge of the NHS and Trust strategies and priorities.
Personal qualities
Essential
- A confident and effective communicator
- Ability to handle sensitive situations with tact and diplomacy
- Excellent interpersonal skills with the ability to work well as part of a team, helping to maintain a culture of supportive and effective team working, to handle sensitive situations with tact and diplomacy
- Ability to manage multiple priorities in a calm and organised manner
- A friendly and approachable outlook
- Works well as part of a team and supports others
Values
Essential
- Desmonstrable ability to meet Trust values
Other requirements
Essential
- Appreciation of the need for confidentiality and discretion
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.
