The role supports Directors and the Executive team by providing administrative and communication support, ensuring effective information flow and enabling timely decision-making.
Key Responsibilities
* Provide a full personal assistant service to designated Directors, helping ensure the smooth and efficient organization of their responsibilities.
* Serve as the first point of contact for Directors’ visitors and telephone callers, offering information, advice and guidance to meet their needs while protecting the Directors’ and the Trust’s reputation.
* Research, collate and provide relevant information to Directors, meeting with external parties to explore and resolve enquiries and issues.
* Ensure Directors are fully briefed on issues as they arise, determining priority and collating information to enable informed decision‑making.
* Manage Directors’ diaries, deciding on appointment scheduling based on issue priority, caller needs and workload commitments.
* Develop and maintain a network of key relationships within and outside the Trust to support Directors’ responsibilities and enhance their reputation.
* Communicate and correspond on behalf of Directors with senior managers, clinicians, external organisations and members of the public on complex and routine matters.
* Type, format, design and create correspondence, reports and presentations from dictation or drafts, within agreed parameters.
* Provide information required for Board reports, collating and presenting it as required.
* Prepare agendas, take notes and transcribe minutes of meetings and specified Trust committees.
* Implement, operate and maintain secure systems for managing Directors’ electronic and paper information resources.
* Develop and maintain monitoring systems for obtaining regularly required information and reports, ensuring timely delivery.
* Coordinate and expedite arrangements for formal patient and non‑patient complaints, staff grievances and disciplinary meetings, communicating with complainants and staff as required.
Personal Assistant Team Responsibilities
* Contribute to providing a quality personal assistant service to the Chairman and Executive team, including covering for absent colleagues or peak workloads.
* Work closely with and support other members of the Personal Assistant team.
* Participate in reviews of departmental administrative systems and processes, proposing changes and improvements as needed.
* Support all members of the Personal Assistant team to ensure effective team operation.
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