The primary responsibilities of this role are to provide administrative support to the Executive Office Team and support the efficient day to day running of the Executive Offices at HQ.
The Executive Support Assistant:
Is responsible as the first point of contact for visitors.
Undertakes daily office tasks.
Maintains office equipment.
This post is fixed term/secondment for 6 months. If you are interested in applying for the secondment position, you must obtain permission from your current line manager prior to applying for this post.
Main duties of the job
The duties and responsibilities will cover:-
Main contact for the booking of the meeting rooms at Trust HQ. Responsible for the maintenance of rooms and for all hospitality arrangements for meetings.
First point of contact for issues relating to the maintenance of the building and office equipment.
Regularly planning and arrangement of travel and accommodation.
Arranging regular, large Trust-wide events and meetings. This requires the deployment of high level, complex planning, and organisational skills.
Provide support with frequent, complex Trust-wide tasks including, but not limited to e.g. Childcare Subsidy application process.
Sort and distribute all incoming mail for the Executive Offices and open incoming mail where appropriate.
Provide support to the Executive Team in the preparation and collation of Committee & Board papers, including uploading to the Electronic Board Papers Software.
Provide Administrative Support as necessary to the Executive Office team in the absence of their Executive Assistants i.e. regularly updating the Executive On-Call Rota, staff cover and supporting diary management.
Undertaking of informal minutes, including collating, and distributing meeting papers.
Person Specification
Qualifications and Knowledge
* Educated at NVQ level 3 or equivalent level of relevant experience
* Good knowledge of software packages such as Microsoft
* Good standard of general education
* Knowledge of Electronic Board Management system
Experience
* Experience of administrative work in a busy office environment
* Experience of administrative procedures
* Experience of working for teams
* Experience of working with a variety of internal stakeholdersExperience of working in an NHS environment
* Experience of supporting senior staff
* Experience of reception duties
Skills and Attributes
* Planning and organisational skills
* Keyboard skills for the production of reports and correspondence
* Working as a team member
* Minute taking skills
* Communication skills - verbal and written
* Able to work under own initiative
* Ability to prioritise work and deliver to deadlines
* Ability to juggle conflicting demands
* Reliable
* Flexible approach to work
* Enthusiastic/motivated
* Calm disposition
* Polite and adaptable
* Ability to speak Welsh to level 1
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.
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