Executive Assistant to Interim COO & admin support to Associate MD

Job description

Job responsibilities

To act as Executive Assistant to members of the Executive as required, providing the full complement of secretarial and administrative support services. This will range from routine correspondence to matters of a confidential or sensitive nature

Be responsible for the day to day functioning of the office of allocated members of the Executive, specifically complex diary management and dealing with incoming mail and email as appropriate and acting on urgent matters without further advice.

To provide advice and reasonable support to staff within the directorate(s) of those Executive members, enabling an efficient administrative function to best support the activity of the Executives.

Draft and prepare reports on behalf of members of the Executive as required for Board, Committees or other meetings. Support meetings as required of the role and take minutes/action notes for meetings as requested.

Liaise with Corporate Assurance Officers to ensure the prompt submission of reports on behalf of the allocated member(s) of the Executive.

Support members of the Executive Assistant Team as required and ensure consideration of the team rota with a flexible approach to leave and other arrangements as discussed with the Partnership and Business Administration Manager.

Occasional need to work outside of core hours to finish a job in hand, being mindful of work/life balance.

Supporting Executive management responsibilities

Develop and maintain systems in relation to the Executive members budgetary responsibility, including day-to-day activities such as preparing paperwork and online documents requiring sign-off, to ad hoc work supporting the Executive members monitoring and review of budgetary matters as required.

Maintain appropriate systems to ensure that annual leave, study leave, maternity leave and sick leave monitoring under the responsibility of the Executive member(s) are correctly recorded and that Payroll are notified accordingly.

Monitor and maintain systems to ensure appropriate supervision and appraisal arrangements are in place for the direct reports of the allocated Executive member(s), including diarising meetings with appropriate frequency and registering supervision meetings on the necessary systems. Develop new systems where appropriate.

As required and subject to the involvement of the allocated Executive member(s), liaise on behalf of the Executive Director as appropriate with Corporate Governance in relation to matters, including any relevant Freedom of Information or Complaints that may arise.

Attend Executive-led leadership/team meetings and other internal meetings involving the allocated Executive member(s) that do not form part of the formal SPHU governance structure, taking notes/minutes and actions and providing general support as reasonably required.

Additional administrative duties

Ensure that adequate stationery stocks are maintained including taking responsibility for ordering where necessary.

Ensure rooms are set up for meetings with necessary equipment and refreshments including taking responsibility for ordering and maintaining supplies. Provide assistance to others facilitating meetings and ensure all areas are kept clean and tidy at all times.

Manage any IT issues on behalf of allocated Executive member(s) including the ordering of repairs and new kit and the management of any updates.

Use IT systems as required to fulfil the duties of the role, including Microsoft programmes, finance/purchasing administration software, Electronic Staff Record (ESR), Board/committee software and any other systems as required.

Person Specification

Training & Qualifications

Essential

• Business/professional qualification to degree level or demonstrable equivalent experience within a professional setting in relation to administration
• GCSE English or equivalent
• Speed typing to a high standard

Desirable

• RSA 3 Word Processing or equivalent level of experience in practice.
• Outlook/Excel qualification/certificate

Knowledge & Skills

Essential

• Advanced knowledge of a range of administrative procedures including complex diary management and arranging appointments
• Ability to manage diverse workload while dealing with frequent interruptions
• Ability to meet deadlines and to work under pressure

Experience

Essential

• Experience of dealing with confidential and complex information in a sensitive and appropriate manner
• Experience of managing own workload
• Experience of supporting those in positions of high-level responsibilities and evidence of an understanding of the related challenges

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

Sheffield Health Partnership University NHS Foundation Trust

Address

Centre Court

Atlas Way

Sheffield

S4 7QQ

Employer's website

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