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Executive Assistant

Headington, Oxfordshire
Remote Working
Remote Working
£20.76 Per Hour
Job Type
6 Sep 2022
Executive Assistant Location: Headington, Oxford Parking: Not Specified Job Type: Temporary Duration of booking: 3-6 months with possible extension Proposed start date: ASAP Sector: Healthcare Base: Hospital Band: 6 Pay Rates: £20.76 paye per hour Working Days and Hours: Monday to Friday, 9..00 Hybrid Working: For the first two to three weeks, we would like the EA to be on site, following this period they would be working from home 2 3 days per week Job Summary: The Executive Assistant role consists of comprehensively supporting the Trust s Executive Directors. Ensuring the Executive Director s Office is managed in a confidential, effective, and efficient manner. The primary focus is to ensure the Executive Assistant enhances the Executive Director s effectiveness by providing information management support and in representing the Executive at all times. The role requires an enthusiastic and highly adaptable approach to working in a dynamic and demanding environment, and in maintaining effective relationships with key internal and external stakeholders. Duties Diary management: Manage Executive Director s diary, ensuring meetings are fit for purpose and the Executive Director s time is efficiently spent. Understanding the Executive Director s short, medium and long term priorities and assist inshaping the agenda accordingly. Email management: Draft all correspondence on behalf of Executive Director, trackingprogress on incoming and outgoing email traffic. Receive and action all correspondence and enquiries into the Executive Director s office and prioritising for action, drafting correspondence accordingly. Meeting agenda preparations, transcribing and minute taking. Trust Board: Work alongside the Corporate Governance team ensuring Executive Director s agenda items and associated presentations are delivered in a timely manner Liaise with all Trust Board members and colleagues who assist in the creation and delivery of Trust Board documents, handling potentially contentious information with diplomacy and tact. Managing difficult conversations (at all levels) in a tactful yet confident manner; understanding the importance of delivery and meeting tight deadlines. Proactively follow up on actions given to the Executive Director and liaise with deputies/direct reports/ teams to resolve. Visibility across the Trust, representing Executive Director. Working with the communications team to ensure internal and external communications for the Executive Director is fit for purpose and timely. Setting up telephone/videoconferencing facilities for meetings, sharing technological advancements as necessary with the team and support the roll out of new technology. Project Management lead on designated projects as assigned by the Executive Director, ensuring alignment on planning, implementation and communication across the Trust. Business Management: Compose management reports/ briefings for the Executive Director. Work with Finance team to ensure all non-related pay expenditure within the Executive Director s remit is managed in line with budget Monitor the ordering of IT and Office related expenditure from the Junior Assistant, supporting as required. Executive Assistant Team: Play an active role in the development and implementation of administrative and managerial policies and work procedures within the Executive Function to ensure that high standards are set and maintained. Determine, in collaboration with administrative staff within the Executive Director s remit, a set of quality standards, putting in place a monitoring system to ensure quality standards are adhered to. Actively participate in the Executive Function team meetings ensuring best practise and ideas for improvement are tabled. Work collaboratively in making the Executive Function / office an agile and cohesive working environment Open plan office soon to be implemented. Provide cover for peers as required ensuring coverage maintained across the Executive Function. Provide training to Junior Personal Assistants acting as an exemplary role model of What good looks like . Significant Executive Assistant experience at Board Level Qualifications, Skills and Experience Educated to degree level or equivalent education/experience Secretarial Diploma or equivalent level of administrative knowledge through experience Evidence of continued professional development Previous experience of managing conflict. Significant experience as an Executive Assistant at Board level. Experience of taking and transcribing formal minutes Evidence of management small/medium sized projects Evidence of budget management Demonstrates commitment to maintaining and delivering excellent customer service. Demonstrates good time management and organisational skills Demonstrates an ability to work under pressure. Demonstrates an ability to problem solve in high pressure situations. Demonstrates excellent communication skills Demonstrates ability to achieve a balanced relationship between line manager and peers Demonstrates an ability to train others Demonstrates commitment to setting an example to team members and maintaining excellent working standards. Flexible, well-motivated, adaptable team player. Willingness to learn and develop Courteous professional
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  • Job Reference: 705456954-2
  • Date Posted: 6 September 2022
  • Recruiter: Your World Recruitment Ltd
    Your World Recruitment Ltd
  • Location: Headington, Oxfordshire
  • Remote Working: Some remote working possible
  • Salary: £20.76 Per Hour
  • Sector: Administration
  • Job Type: Temporary