Executive Support Team Assistant

South Warwickshire University NHS Foundation Trust

We are currently looking for an enthusiastic and highly motivated admin assistant to join our team as the Executive Support Team Assistant.

As the Executive Support Team Assistant, you will support the Executive Assistants (EA's) to ensure that all Chief Officer's and other Board Members needs are met in a timely manner. You will oversee the office upkeep which will include stock orders for both stationery and refreshments, post, answering phone calls to both internal and external people and greeting visitors to the Management Corridor.

The Executive Support Team Assistant will also be responsible for completing the fire safety audits, managing the room bookings system for the Management Corridor, organising refreshments and parking for visitors or in person meetings. You will also be required to support the Executive Support Manager during periods of leave with administrative cover for the Chief Executive and Chair and ensure any urgent queries in her absence are directed to an appropriate person or responded too.

This role involves a lot of computer work as you will be expected to obtain, scan and file confidential paperwork including relating to the Trust, Patients and Chief Officer's.

Due to the nature of this role, the ability to work flexibly where needed is required. We will provide you with a complete induction and support continuing development through yearly appraisals.

Main duties of the job

To support with clerical services within the Executive Suite including, diary management (electronically), telephone enquiries, reception cover and other clerical duties within the department. The post holder will need to be reliable, organised and a flexible team member. The post holder should have a flexible, positive and energetic approach to ensure the smooth running of the Executive Suite is maintained.

About us

Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work.

We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.

Job responsibilities

Communication skills are paramount to the success of this role. The post holder will need to be confident in dealing with over the phone queries from patients, families, colleagues and senior national and system colleagues. Communication at all levels is required and will have to be able to use effective communication based on the type of call being handled. The post holder will have to have good judgement skills as well has strong organisational skills. This role is in the heart of a busy senior office within the NHS with competing demands regularly. The post holder will need to be able to remain calm and be able to use their judgement and prioritise regularly. Whilst the post holder will always have access to supervision for advice, they will need to be able to plan their own workload accordingly and make judgement calls when required.

Key Duties:

To assist with the day-to-day running of the Chief Executive and Chairs office as well as the Chief Officers as required.

Provide additional support to the Chief Officers and their EAs, undertaking duties as required to enable the smooth running of the office.

To be the first point of contact for telephone and face to face enquiries and act on them as appropriate, accurately recording messages and enquiries and ensuring onward transmission if necessary.

Maintain the post logs within the Executive Suite.

To participate in a roster to ensure that the Executive Suite is covered by EA staff during the hours of 08.30am and 4.30pm.

To collate the whereabouts of the Chief Officers on a weekly basis

To build and maintain good working relationships with Non-Executive Directors and Chief Officers (Executive Directors).

To manage room bookings and catering for meetings as and when required

Use the Trusts Procurement system to ensure stock levels of stationery remain adequate, and raising other Purchase Orders when required

Develop and maintain a corporate filing system as required.

To support the Executive Support Team in ensuring the efficient and timely execution of matters associated with the Trusts Board.

Ensure the Trusts meeting web pages are kept up to date

To undertake such other administrative duties as required by the Executive Support Manager

To assist the department with any internal/external events

Communicate often with external colleagues often at national and system level.

Other Duties:

Keep work areas tidy

Requirement to adhere to Trust Policies and procedures and make suggestions for improvements when requested

Support the wider department when needed.

Person Specification

Qualifications

• Good Standard of General Education (4 GCSEs or Equivalent), including Maths and English Language
• Evidence of continued professional development
• Training to vocational level 3 or equivalent experience

Experience

• Previous experience of working within administration at a senior level
• Previous experience of working within the NHS
• Taking and transcribing formal, Pitman or Teeline shorthand, or equivalent skill in minute taking and transcription of notes

Skills

• Excellent IT skills and experience in the use of Microsoft Office suite including Word, PowerPoint, Outlook and Excel.
• Excellent written and verbal communication skills
• Knowledge of the Trust's policies and procedures
• Ability to work under pressure and prioritise own workload

Personal

• Tactful and diplomatic
• Adaptable and flexible
• Organised, professional and punctual
• Ability to work and communicate with people at all levels
• Team player
• Ability to concentrate for prolonged periods
• Ability to deal with unpredictable workload and frequent interruptions
• Keyboard working for long periods
• High degree of discretion and initiative

Other

• Good personal presentation
• Flexibility in working hours
• Ability to travel if required

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.

South Warwickshire University NHS Foundation Trust