Personal Assistant (to the Executive)

Job description

Job responsibilities

Core Activities:

The activities may vary according to Executive team requirements, but will include some of the following:

Pro-active, efficient and effective diary management for appointments and meetings (face to face or on via Microsoft Teams) allowing sufficient free time for Director[s] to fulfil their responsibilities. Where appropriate to delegate non-essential meetings to relevant members of the Executive direct reports.

Undertake a proactive approach to planning/rescheduling meetings, and responsibility for organising multidisciplinary meetings and events as required.

Specifically support the Chief Executive and Company Secretary in arranging formal Board meetings, formulating agendas, collating and distributing papers and minute taking.

Supporting the relevant Executives to arrange meetings for sub-Committees of the Board, formulating agendas, collating and distributing papers and minute taking.

Supporting the Chair and Non-Executive Directors as required

Review, sort, prioritise and respond to email correspondence, providing draft responses (where possible) and in collaboration/agreement with allocated Directors, managing their email inbox to work more effectively and efficiently with the Directors working pattern.

Generate correspondence, reports, minutes and formal documents, keeping up to date and using appropriate software with a high level of accuracy, creativity, whilst adhering to agreed house-style to produce high quality documents from written, recorded, dictated material, etc.

Collate and coordinate information and take minutes/record actions where required for any other meetings not mentioned elsewhere.

Plan and prioritise own workload and activities to meet required deadlines.

Create, manage and maintain effective systems to proactively manage Directors priorities and business as usual/mandatory management responsibilities.

Use initiative to manage conflicts of work, ensure timely communication with affected individuals and escalating unmanageable conflict to line manager.

Act as an ambassador for the Executive Team, ensuring professional standards, discretion, confidentiality and approachability alongside a friendly adaptable style of communication.

Be an information systems user as required by role (training provided).

Contribute to monthly team meetings as required.

Act as point of contact for the Directors and management.

Ad hoc duties/tasks as required by the Director, where not unreasonable as part of the role.

Foster good working relationships with all partners both within the organisation and across organisational boundaries and liaise as appropriate.

MAIN DUTIES AND RESPONSIBILITIES

Further Details

Board Meetings

Support the Chief Executive and Company Secretary in arranging Board meetings, formulating the agendas, collating and distributing papers, and minute taking

Committee management duties

The postholder will arrange Board sub-Committee meetings in liaison with the appropriate Executive members and Chairs, including formulating the agendas, collating and distributing the papers, and minute taking.

Agile working Appropriately challenge requirement for minuted meetings, where not required for risk/governance purposes, suggest workable, time-saving alternatives, e.g., Action/Decision logs.

Communication

Strong communication skills written and spoken.

Establish and maintain good working relationships with the colleagues and contacts internal/ external.

To manage all forms of communication with high level of tact, professionalism, diplomacy and empathy and, when appropriate, in line with the complaints procedure.

Develop an extensive knowledge of administrative procedures to advise and support the directorate, sharing information as appropriate.

Working as part of a Team

Maintain and regularly update a workplan and make available for Executive members.

Identify and actively contribute to improvements/developments within the organisation, e.g., administration processes, flexibility of working arrangements, standard operating procedures.

Adopt and share knowledge of technology, sharing any opportunities to improve service levels within the organisation.

Work flexibly within working hours to ensure the requirements are appropriately covered and supported.

Technical Skills & Personal attributes

Excellent Microsoft Office software skills in Word, PowerPoint, Excel and Teams.

Excellent knowledge of ESR system to support others in the team/directorate.

Be an information systems user as required (training provided).

Champion for rollout of new/updated software (training provided).

Excellent organisational and administrative skills.

Team player.

Positive, forward thinking.

Reliable, resilient and adaptable to change.

Managing Self

Manage your personal development and goal setting with your line manager using the Trust Appraisal process and agreed timetable.

Comply with all organisational policies, procedures and protocols.

Participate in team meetings.

Complete all mandatory training.

Act responsibly and in line with the organisations procedures when using work equipment and materials.

Carry out duties with due regard to the Organisations Equal Opportunity Policy.

Seek advice and support from your line manager whenever necessary.

Person Specification

Experience

Essential

• Proven ability to form and develop effective relationships with internal staff and external parties.
• Personal values aligned to NEMS core values
• Strong communicator with excellent interpersonal skills
• Flexible and proactive approach
• Ability to work under pressure with a calm and measured approach
• Experience of delivering high quality administrative support
• Experience of producing staff communications, presentations etc
• Experience of producing communications documents for external audiences
• Experience of working with other partners to deliver high quality products
• Experience of developing and supporting social media communications projects
• Experience of delivering proactive support and guidance on corporate communications

Desirable

• Ability to work flexibly across home-based and sites.

Qualifications

Essential

• Experience working in communications, PR or media environment

Skills

Essential

• Microsoft Office proficiency and knowledge of other IT systems relevant to the role
• Excellent oral & written communication
• Organise self and use own initiative.
• Excellent time management skills
• Excellent interpersonal skills and empathetic

Employer details

Employer name

NEMS Community Benefit Services Ltd

Address

Forward House

Station Street

Nottingham

NG2 3AJ

Employer's website

https://nemscbs.net/ (Opens in a new tab)