Personal Assistant

Overview: Job Title: Senior Personal Assistant to the Chief Executive Accountable to: Chief Executive Reporting to: Chief Executive

Description:

Job Summary:

To provide comprehensive secretarial, administrative and personal support to the Chief Executive, using considerable initiative when dealing with a wide range of people and situations.

To provide comprehensive secretarial and administrative support to the Board of Trustees and sub Committees.

Duties and Responsibilities:

1.1 To undertake a variety of administrative and secretarial duties as required by the Chief Executive, Chairman and Trustees.

1.2 To ensure the Chief Executive is fully supported in all aspects of her work including confidential matters.

1.3 To act as frontline contact (after reception) for incoming enquiries (telephone, in person and in writing).

1.4 To ensure that all correspondence is of a high standard, with attention to detail.

1.5 To attend organisational meetings, prepare papers, draft minutes and take responsibility for circulation of minutes e.g. Trustees, Finance and General Purposes, Trading Board, Health and Safety and external meetings.

1.6 To arrange and book venues, away days, hotels, travel, conferences, meetings etc.

1.7 To proactively manage and maintain diaries.

1.8 To develop and maintain an effective electronic and paper based filing system.

1.10 To produce (word process) organisational documents, presentations, reports e.g. Strategic Plan, Business Plan, Annual Report, AGM papers etc.

1.11 To organise induction programmes for new Trustees and SLT members directly responsible to the Chief Executive.

1.12 To deal with incoming post, corresponding on behalf of the Chief Executive.

1.13 To oversee the development of a proactively managed internal room booking system.

1.14 To meet and greet visitors at all levels of seniority.

2.Education

The post holder shall:

2.1 Participate in appropriate internal and external educational programmes

2.2 Participating in induction programmes for new members of the team

2.3 Ensure that standard setting and audit is undertaken and regularly reviewed.

3.Additional Responsibilities

3.1 There is a requirement to comply with all policies, procedures and guidelines, including those relating to Health & Safety, confidentiality and the Data Protection Act, as required by Information Governance.

3.2 Each member of the team has a responsibility to contribute to the clinical governance programme.

3.3 Each team member to take appropriate action to maintain the highest level of infection prevention and control.

4.Purpose and core values

4.1 All staff are expected to work in line with Purpose and Core Values as these act as a value base which directly influences how all work activities are undertaken. The company ethos should be apparent in the behaviours and attitudes of all employees as the work they undertake, whether it is direct or indirect care, is ultimately for the benefit of patients.The Purpose and Core Values are an integral part of all job descriptions, recruitment, the probationary period and performance and development reviews.

5.Additional information

5.1 This job description sets out the key tasks and responsibilities. It is not intended to be comprehensive. It is essential that it should be regarded with a degree of flexibility so that the changing needs of the organisation can be met.

“team” refers to all members of staff including volunteers

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