Executive Assistant

We are looking for an enthusiastic and motivated individual to join an established executive EA team, to support the Trust Chair, the Non-Executive Directors and the Associate Director of Communications and Corporate Governance.

You will provide comprehensive, high-quality confidential personal assistant support and secretarial service, ensuring efficient and effective management of systems and processes.

To be successful, you must demonstrate excellent interpersonal and communication skills (both verbal and written), be organised and have a flexible approach to your work, along with the ability to work autonomously and under pressure in a changing environment. Experience working at executive/senior level in the NHS or public sector organisation will be advantageous.

You should possess excellent IT skills with a working knowledge of Microsoft Office and more essentially Outlook, MS Word and Excel.

Main duties of the job

To provide a professional, high-level and comprehensive PA/administrative support service to members of the board, including dedicated support to specific persons as allocated by the Business and Partnerships manager, and wider support to board members as required to cover the service.

Job responsibilities
General responsibilities

1. Provide comprehensive, high quality confidential support and secretarial service to the Trust Chair, Non-Executive Directors, and Associate Director of Communications and Corporate Governance.
2. Support the administrative functions within corporate governance in relation to the reporting of statutory and regulatory compliance, ensuring efficiency and effective management of systems and processes.
3. Provide advice and reasonable support to staff within the team(s) of those Director members, enabling an efficient administrative function to best support the activity of the Director.
4. Draft and prepare reports on behalf of the Associate Director of Communications and Corporate Governance as required for Council of Governors, Board, Committees, or other meetings.
5. Support the Senior Corporate Assurance Officer in providing administrative support to the Council of Governors.
6. Provide efficient and effective secretarial and administration support including support to meetings and minute taking.
7. Manage information flows within the office, internally with the Trust Directorates and Teams, and externally with relevant partners and stakeholders, to ensure all communication is effective, responsive and sensitively managed.
8. Work effectively with all administrative staff supporting the Executive Team.
9. Understand and maintain issues of confidentiality and information governance at all times.

Administrative matters

1. Ensure that adequate stationery stocks are maintained including taking responsibility for ordering where necessary.
2. Manage any IT issues on behalf of Chair, Non-Executive Directors and Associate Director of Communications and Corporate Governance including the ordering of repairs and new kit and the management of any updates.
3. Use IT systems as required to fulfil the duties of the role, including Microsoft programmes, finance administration software, Board/committee software and any other systems required.

Supporting management responsibilities:

1. Develop and maintain systems in relation to the Director / 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 Director / Executive members monitoring and review of budgetary matters.
2. Maintain appropriate systems to ensure that annual leave, study leave, maternity leave and sick leave monitoring under the responsibility of the Associate Director of Communications and Corporate Assurance are correctly recorded and that Payroll are notified accordingly.
3. Develop, monitor and maintain systems to ensure appropriate supervision and appraisal arrangements are in place for the direct reports of the Trust Chair and Associate Director of Communications and Corporate Governance including diarising meetings with appropriate frequency and registering supervision meetings on the necessary systems.
4. As required and subject to the involvement of the allocated Director / Executive member(s), liaise on behalf of the Executive Director as appropriate with Corporate Affairs in relation to any relevant Freedom of Information or Complaints matters that may arise.

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.
• Evidence of continuing professional and personal development.

Knowledge & Skills
Essential

• Advanced knowledge of a range of administrative procedures including diary management and arranging appointments.
• Ability to manage diverse workload while dealing with frequent interruptions & meet deadlines under pressure.
• Experience in dealing with people in distress in a calm and confident manner.
• Ability to provide a high standard of secretarial support for meetings, including minute taking.
• Knowledge of our business and how it supports patient care.
• Excellent interpersonal and communication skills both written and verbal.
• Able to deal confidentially and tactfully with people at all levels.
• Ability to take and convey clear messages.
• Willingness to embrace new ways of working/changes.
• Understanding and respect of confidentiality in the workplace.
• Ability to work both independently and as part of a team.

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.
• Experience or understanding of creating electronic records, electronic filing systems.
• Experience taking accurate notes and minutes.

Employer details
Employer name
Sheffield Health and Social Care NHS Foundation Trust
Address
Centre Court
Atlas Way
Sheffield
S4 7QQ
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