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Executive Assistant

Posted 6 March by Hays Specialist Recruitment Limited Easy Apply Ended

Job executive personal assistant temp interim public sector NHS

Your new company
You will be working for a large local NHS organisation.

Your new role
I am looking for a Band 5 EA to support an Executive Director - who is working for both Western Sussex and Brighton & Sussex University Hospitals NHS Trust under a new management arrangement that came into effect on 1 April 2017. It will be working within a team of EA's who support the top management of the organisation - Executive Directors, CEO and Chairman. The post will be based in Trust Headquarters, St Mary's Hall (i.e Chief Executives office) so I'm looking for someone who has around 3-5 years experience working at a senior management level. It's a full time post, Mon-Fri, 9.00-5.00pm.

To work as part of the Executive Support Team to present a professional, welcoming and helpful image to staff, other organisations, the public and press. Services are provided to Chiefs regardless of their location, consequently effective team working is essential. To be aware of the environment within which the Chief operates so as to ensure the effective and appropriate use of their time through prioritising appointments, dealing with correspondence and dealing with senior staff from the NHS and other organisations. To manage the Executive Director's/Chiefs diary, co-ordinating and prioritising appointments and ensuring that there is effective communication to all relevant parties. To make all the necessary arrangements including travel. To ensure that all paperwork is efficiently and effectively dealt with including operating a bring forward system; ensuring all necessary paperwork is available when required. To maintain an awareness of ongoing issues in order to be able to tie up correspondence appropriately, chasing up action and giving position statements prior to meetings taking place. To manage all incoming and outgoing mail on behalf of the Executive Director/Chief. To distribute mail for action, prepare draft responses, follow up action and make a record of any action taken. To review and where appropriate, action all incoming electronic mail messages on behalf of the Executive Director/Chief (and other senior staff as requested) in their absence in a timely manner. To ensure all communication is dealt with in a timely, efficient manner and deadlines are met, taking action, where appropriate, in the absence of the Executive Director/Chief. To type correspondence, reports and other documents to a high standard and with due respect for confidentiality and corporate style being fully proficient with Microsoft Office, including Word, PowerPoint and Excel. To regularly research and prepare agendas, distribute papers and minute meetings. Take responsibility for executive meetings as required, including the preparation of a forward agenda plan, following up matters arising and ensuring actions are completed in a timely manner. To maintain efficient bring forward and follow up systems, ensuring that responses are received and deadlines met. To deal with complex queries from a wide range of organisations and individuals in a professional and sensitive manner, ensuring confidentiality at all times. On occasions, this may involve handling a caller who is upset or aggressive. To develop and maintain close collaboration and co-operation within the Executive Support Team, working at all times to achieve set standards.

What you'll need to succeed

  • Excellent diary management skills
  • Excellent communication skills
  • Advanced user of Outlook
  • Pro-activeness - someone willing to take charge and think ahead and be one step ahead of Directors
  • Multi-tasker - someone who can take what is thrown at them and prioritise their own workload to get things done
  • Calm under pressure
  • Professional
  • Adaptable to ever changing priorities
  • Flexible in approach to providing support
  • Team player

What you'll get in return
You'll receive a competitive hourly rate, the chance to work in beautiful offices and the chance to gain some valuable public sector experience.

What you need to do now
If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you but you are looking for a new position, please contact us for a confidential discussion on your career.

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  • job temp interim nhs public sector assistant pa ea

Reference: 34613169

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