Executive Assistant - To Chief Information Officer

Job description

Job responsibilities

1. To provide administrative support and office management services including typing of correspondence and reports and general support to the Executive.2. Manage and prioritise all incoming and outgoing correspondence3. To prepare all correspondence for signature, taking file copies and posting.4. To ensure effective communications, the majority of which will be confidential and complex in nature, in a highly pressurised environment, maintaining confidentiality at all times.5. Full ownership of the Executives diary with an understanding/awareness of the Executives workload and conflicting priorities.6. Organising travel and accommodation for Executive when required.7. Processing invoices and purchase orders within the agreed timescales.8. Receiving and managing telephone calls and routine correspondence.9. Be first point of contact to high profile stakeholders i.e., NHSE and I, MPs.10.Requirement to prepare a range of complex andsensitive information for a range of staff both internally and externally across the Trust.11. To coordinate and organize the wide range of weekly/monthly Directorate meetings ensuring effective communication and support for attendees.12. To coordinate and organize all ad-hoc meetings/seminars, as required.13. To ensure the timely preparation and distribution of all agendas and supporting papers/documentation for meetings as directed.14. To organise meeting venues, presentational equipment, and catering arrangements, as required.15. To take notes at weekly/monthly meetings and audio typing, as required and type up and ensuring timely distribution to attendees/others for information (as above).16. To monitor/record data for routine analysis on spreadsheets as required.17. To provide secretarial services and reception duties if and when required by the Executive commensurate with the role and the post holders knowledge and experience. Demonstrating skill for providing solutions when dealing with complex data and assisting with executive recruitment.18. To plan and prioritise daily workload and to complete work to deadlines. The post holder will work with a number of different senior managers where conflicting priorities need to be managed effectively and tactfully.19. To be responsible for accurate record keeping and use of computerised information systems and ensure maintenance of confidentiality at all times.20. The post holder is required to answer routine queries and give advice on day-to-day matters.21. The post holder has the discretion to make routine decisions within an overall policy framework and to use their own initiative. The impact of poor decisions can be significant, and the post holder requires the knowledge/experience to recognise potential problems and seek the appropriate advice.22. Some of the work is high profile, e.g., sensitive emails/correspondence or confidential discussions at Executive Team level, requiring sensitivity and diplomacy.23. The post holder will be required on occasion to provide cover for other PAs within the Executive Team.

8 month Fixed Term Contract - Possibility of flexible working - Home or Remote Working - There may be a expectation to travel as / if required.

Salary will be based on experience.

Person Specification

People skills

• Experience of resolving and referring complex decisions to senior manager at the appropriate time
• Examples of using interpersonal skills to deal with difficult relationships

• Previous experience of dealing with the public through a front facing role such as a receptionist

Qualifications

• Educated to degree level or equivalent or significant direct experience at Director level
• OCR Level 2 Diploma in Secretarial Skills or equivalent

Administration skills

• Use of Microsoft software packages including Outlook
• Previous experience as an Executive Assistant
• Experience of note taking and production of minutes

• Previous experience of working for a Director
• Previous experience of working in a healthcare environemnt

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.

Employer details

Employer name

East of England Ambulance Service

Address

Melbourn HQ

3 Whiting Way

Melbourn, Cambridgeshire

SG8 6NA

https://www.eastamb.nhs.uk