RNOH is looking for a motivated professional Executive Assistant to provide expert support to Executive Director(s). The successful candidate will be able to deliver the whole range of Executive Assistant duties, from diary and inbox management to proactive management of specific issues, taking accurate minutes and actions at key meetings, and co-ordinating distinct pieces of work.
Main duties of the job
The successful candidate will be part of a team providing comprehensive, high-quality organisational and administrative support to the relevant Executive Director and ensure that their time is used effectively and efficiently.
About us
This role reports directly to the Senior Executive Assistant and would suit a candidate who is a good team player with a high level of professionalism.
Job description
Job responsibilities
Main job responsibilities are to:
- Provide comprehensive secretarial and admin support to the Executive Director(s) ensuring that business needs are prioritised and managed effectively
- Maintain and administer an electronic diary to arrange appointments and meetings on behalf of the Executive Director(s)
- Use Microsoft Office 365 to produce documents, reports, letters etc. from a variety of sources, including the production and updating of spreadsheets and presentations
- Co-ordinate the submission of reports and documents within specified timescales and protocols, compile and issue meeting packs, ensuring they are prepared to a standardised format and circulated within agreed timeframes.
- Cross-cover (including minute-taking) for the Senior Executive Assistant/Chair Executives Assistants upon request and during periods of absence e.g. annual leave, jury service, etc.
- Responsible for the provision of office services - ensuring post is received on time and distributed appropriately, managing booking system for meeting rooms, maintaining supplies, stationery management, managing use of taxis/couriers, arranging catering, and co-ordinating Away Days
- Use initiative in determining the appropriate action to take when receiving complex queries and demonstrate an understanding of prioritization.
- Provide excellent front-of-house services for visitors to Eastgate House, providing a meet and greet service and arranging refreshments where appropriate.
- Prepare, reconcile, and submit travel and corporate expenses on behalf of the Executive Director(s)
- Support the recruitment process, and coordinate dates, times, etc. for the Executive Director(s) and stakeholders
- Undergo annual appraisals and to self-monitor mandatory training ensuring 100% compliance.
- Plan and organise workload to ensure effective, efficient, and timely delivery of agreed tasks to the required standard to support the overall delivery
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent relevant experience.
- Recognised secretarial qualifications
- A successful track record at middle/senior secretarial level
- RSA III or equivalent
Desirable
- Experience of working within a healthcare environment
Communication
Essential
- Excellent Minute Taking Skills
- Excellent written minutes
- Ability to audio type
- Excellent communication, spelling and grammatical skills
Desirable
- Adaptable and flexible
Planning & Organisation Skills
Essential
- Extensive experience of managing diaries and differing workloads
- Experience of designing, creating, and maintaining a fully electronic paperless filing system
IT Skills
Essential
- Excellent knowledge of Microsoft Office 365 (including Word, Excel, and PowerPoint)
- Knowledge of Microsoft Outlook (including MS Teams, etc.)
- Knowledge of using technology to improve administration and office procedures
Desirable
- Shorthand/Speed Writing
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
Royal National Orthopaedic Hospital NHS Trust
Address
Royal National Orthopaedic Hospital
Brockley Hill
Stanmore
HA7 4LP
