Executive Assistant

Job description

Job responsibilities

Day to Day Duties to include, but not exhausted:

To filter incoming mail: sorting, redirecting and taking action as appropriate

To manage calendars and appointments, ensuring effective use of time and preparation of papers and information in advance

To carry out a range of administrative tasks including taking minutes and actions, sharing across the group in a timely manner

To research people, events, companies and services as required

To be open to learning and using digital tools to ensure efficient working

To work co-operatively with colleagues in the management team providing support and cover as required.

To organise internal, external meetings and virtual meetings, including booking venues and arranging accommodation

To prepare agendas for meetings, ensure papers are accurate and prepared and disseminated on time

To ensure deadlines are met for corporate activities including managing time scales and supporting completion on projects

To coordinate the production and dissemination of correspondence for colleagues within Services

To undertake projects from time to time on behalf of managers examples include organisation of events or internal support projects

To act as the initial point of contact for the COO and Deputy COO in their absence, assessing priorities and re-directing calls, enquiries and requests as necessary

To respect the unique contribution of every individual and work positively in a diverse environment

The post holder should be prepared from time to time to attend meetings in different parts of the country, some of which may be during evenings or rarely, weekends.

The post holder will be working in a developing environment and he/she will therefore be expected to undertake other appropriate duties as required for the effective operation of FCMS

Person Specification

Knowledge & Skills

Essential

• Ability to work on own initiative with minimal supervision and have the capacity to develop proactive approach
• An organised and thorough approach to work
• Ability to manage a heavy workload and at times conflicting priorities as well as tracking progress on a wide range of tasks
• Excellent typing skills with the ability to draft own correspondence
• Ability to communicate both orally and in writing
• High levels of grammatical accuracy with an attention to detail
• Ability to develop strong working relationships across the organisation

Desirable

• An understanding of project management
• Digital understanding or commitment to developing digital understanding that will enhance the role
• Knowledge of the NHS

Experience

Essential

• Experience of taking and writing minutes, summarising discussions and writing reports
• Experience of using Microsoft Office packages (particularly Word, Excel, Teams, PowerPoint and Outlook)

Desirable

• Providing administrative assistance in an office environment
• Experience of Microsoft Office 365 including OneNote
• Experience of using SharePoint

Qualifications

Desirable

• GCSE A* - C including English Language and Maths (or equivalent)
• Additional relevant qualifications or life experience

Specific Demands of the Job

Essential

• Remaining calm under pressure
• Flexibility and a willingness to undertake varied responsibilities working alone or as part of a team
• High emotional intelligence
• Ability to understand complexity
• Strong problem-solving skills and attention to detail

Other Requirements

Essential

• A positive attitude is essential
• Authentic
• Sensitive and flexible approach
• Confidentiality and discretion in all areas of work
• Approachable with warm personality and good sense of humour!

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

FCMS

Address

Newfield House

Vicarage Lane

Blackpool

Lancashire

FY4 4EW

Employer's website

http://www.fcms-nw.co.uk/ (Opens in a new tab)