Job role: Executive Assistant

Location: Eastbounre

Hours: 37.5 hours per week

Pay: £10.29p/h - £11.75p/h

HR GO are looking for a Executive Assistant to Provide personal assistant support to the Executive Directors including support with office tasks including dealing with correspondence, typing letters and other documents, photocopying, diary management, administrative support for meetings, and welcoming guests to the department.

Job Purpose

To provide a complete and wide ranging personal assistant service to the Executive Team and their immediate line reports as appropriate. Maximise the manager's time to the greatest efficiency and value by working without supervision and in a pro-active manner. Communicate sensitive / confidential information effectively and appropriately on the manager's behalf with staff and colleagues in the Trust, external agencies and organisations.

Efficient management of complex diaries as required.

Key duties and responsibilities

1. Provide comprehensive secretarial and PA support to Executive Directors and support other members of management team. To use initiative ensuring that daily tasks and on-going workloads are prioritised and completed within agreed time frames.
2. In conjunction with the Executive Assistant to Chief Executive & Chairman Act as first point of contact for callers, filter and prioritise requests and messages. Deal tactfully with demanding individuals.
3. To provide support to the Executive Directors, receiving visitors and ensuring that they are offered refreshments while waiting.
4. In conjunction with the Executive Assistant to Chief Executive & Chairman, co-ordinate any official visits to the Trust
5. Open incoming mail and action or allocate as appropriate. Deal effectively with both routine and non-routine enquiries.
6. Undertake dictation, audio and copy typing. Work to deadlines, producing documents to a high standard.
7. Draft routine letters and responses for signature.
8. Assist in Organising and manage the Executive Directors diaries, arranging appointments and using initiative to prioritise competing needs, with responsibility for arranging/cancelling meetings, ensuring effective diary management with minimal conflict.
9. Provide administrative support to the Executive Assistants when required as assigned by the Executive Assistant to Chief Executive & Chairman
10. Provide support to the Executive Assistants as direct by the Executive Assistant to the Chief Executive & Chairman in relation to meetings, including room bookings, timely circulation of the agenda and papers, recording accurate minutes, updating of action logs and work programmes after each meeting.
11. Make study leave, travel and accommodation arrangements for management team, ensuring Trust documentation is completed.
12. Coordinate departmental records:
13. annual leave and sickness
14. appraisal
15. mandatory training compliance
16. Healthroster
17. Recommend, initiate, and improve administrative systems to support the smooth running of the department.
18. Maintain department databases as required using relevant software applications e.g. Word, Excel, Access.

If interested please click apply now!