Executive Assistant

 

Main characteristics

Location

Bath, Somerset

Company

Concept Care Solutions

Salary

£25147 - £27596/annum

Employment type

Permanent

Category

Administration

Job summary

JOB SUMMARY: To provide a responsive and efficient Executive Assistant service to the Executive Director(s) using their reason, intellect and judgement to manage their workload, make decisions and proactively deal with issues without reference to others. To assist in the planning and execution of work arising from the Director(s) and their Deputy(s)/Direct Reports.
It is essential that the post holder undertakes the extensive duties with flexibility, initiative and enthusiasm and operates as an integral part of the Directors Office.
MAIN DUTIES AND RESPONSIBILITIES:
Provide a high-quality confidential and comprehensive Executive Assistant service to the nominated Executive Director(s) in support of their extensive responsibilities.
Provide representation for the nominated Executive Director(s) and proactively initiate actions that accurately reflect the professional, effective and caring approach that underpins the philosophy of the Trust.
Independently action documents for the nominated Executive Director(s) using analytical skills to draft letters and reports, ensuring that deadlines are met and actions are followed up.
Act as a central point of contact for the Directors Office for external and internal callers, making judgements regarding appropriate dissemination of key information. Ensure that the flow of information between colleagues/departments/ external organisations is maintained.
Communicate and coordinate with hospital staff at all levels to deliver an effective and integrated service in support of the Trust objectives, linked to Directors portfolios.
Use initiative to prioritise own workload exercising discretion as to the degree of urgency, importance and confidentiality required. Required to act independently and manage own workload.
Operate an effective bring forward system ensuring that the nominated Executive Director(s) are fully briefed and prepared for all commitments. Taking full responsibility for the provision of relevant information, research and resource materials.
Provide and receive complex, sensitive and contentious information/guidance. Using a variety of skills, e.g. diplomacy, assurance, support and compassion to deal with frequent telephone/face-to-face enquiries from the media, MPs, patients and their families who may be distressed, aggressive or bereaved.
Open, record and prioritise incoming mail and proactively action correspondence/draft replies or forward to staff for action and monitor responses. Ensure effective management of the electronic diary. Monitor the nominated Executive Director(s) s inbox using judgment to ensure that all urgent emails are dealt with appropriately and in a timely manner.
Act as a central point of contact for requests from external sources, including members of the public, NHS and non-NHS organisations for information (e.g. confidential reports, financial and performance data). Confidently and professionally deal with calls from MPs, media, Clinical Commissioning Groups, NHS Improvement, NHS England, Department of Health and other NHS organisations.
Maintain a sound practical knowledge of the breadth of specialised functions conducted by the Directors Office. Exhibit an overall understanding of key projects and work programmes of the Executive Team and own Directors. Maintain knowledge of national and local health issues and be politically aware of which issues are in or not in the public arena.
Cover for Executive Assistant colleagues in their absence providing the same level of administrative support. To includes managing multiple diaries using judgment to prioritise requests and rearrange schedules as required.
Provide secretarial and administrative support to the Board of Directors Secretary as required.
Produce high-quality documentation such as letters, briefings, reports, presentations etc, utilising Microsoft Office applications (e.g. Outlook, Word, Excel, PowerPoint).
Attend meetings and take complex minutes (in excess of 2 hours). Ensure that actions arising are completed on a timely basis.
Undertake regular research and retrieval of material for the nominated Executive Director(s), using a variety of methods, including extensive use of the Internet.
Design and maintain electronic and hard copy information systems. Manage and update multiple systems to generate, retrieve and store information, in order to provide easy access, particularly in order to comply with the Freedom of Information Act.
Maintain knowledge and understanding of Trust policies, particularly HR and Complaint policies, in order to effectively provide information and support to staff, patients and visitors.
Propose and implement changes to office working practices to reflect the changing needs of the Directors Office, ensuring corporate standards are maintained.
Understand and interpret the Trusts policy on information governance when dealing with requests, either verbally or in writing, from the public (e.g. media, MPs, NHS organisations).
Maintain departmental/Trust confidentiality at all times, particularly in relation to disciplinary matters, industrial tribunals, patient-related issues and complaints.
Purchase supplies/training/conferences using the Agresso electronic ordering system on behalf of the nominated Executive Director(s) and the Directors Office.
Organise meetings, conferences, events, travel and accommodation arrangements, on behalf of the nominated Executive Director(s), including selection of venue, arrangement of hospitality, preparation of materials/equipment and co-ordination of attendees.
Monitor mandatory training for the nominated Executive Director(s) and their teams to ensure compliance with Trust policies.
Undertake project work as required and ensure that outcomes are achieved to the timescale.
POLICIES AND EXPECTED STANDARDS
The post holder is required to familiarise themselves with all Trust policies and procedures and to comply with these at all times. The Code of Expectations of Employees in particular set out what you as a post holder are required to follow at all times and you should study this carefully. Failure to comply with any of the Trusts policies may result in disciplinary action up to and including dismissal.
All staff must have an understanding of their responsibilities in relation to being accountable for knowing who is in and has access to their area of work. Staff must recognise the need to challenge appropriately and understand their duty of care relevant to their position within the organisation. Staff must be familiar with and understand the correct reporting process where there has been a potential breach.
OUR VALUES AND BEHAVIOURS
All staff are required to adopt and follow the Trust values and behaviours at all times. Our values and behaviours are:
New staff will be presented with a leaflet outlining the values and behaviours expected of them at trust induction.
CONFIDENTIALITY & INFORMATION GOVERNANCE
All post holders must comply with all relevant legislation & Trust Policies with regard to Confidentiality & Information Governance, including the Data Protection Act (2018) ensuring that no information obtained through work is communicated to any persons other than those requiring it to complete their duties.
SAFEGUARDING ADULTS & CHILDREN
All Trust staff have a responsibility to safeguard adults & children which includes an understanding of the relevant Trust & Local Safeguarding Adults & Childrens Board Policies.
HEALTH AND SAFETY
Employees must act at all times in line with relevant Trust Policies & the Health and Safety at Work Act (1974) to ensure a safe environment for patients, visitors and staff.
HEALTHCARE ASSOCIATED INFECTIONS (HCAIs)
All Employees are responsible for ensuring that:
* your practice so far as is reasonably practicable, protects patients, staff and other persons against risks of acquiring HCAIs;
* where patients present with an infection or acquire an infection during treatment, they are identified promptly and managed according to good clinical practice to treat the infection and reduce the risk of transmission.
* you follow all Trust policies, procedures and processes to meet the duties set out in the NHS Hygiene Code and assist in their full compliance by all staff within your department.
HEALTH & WELLBEING
The Royal United Hospital is committed to promoting the Health & well-being of its staff. The Trust is a smoke-free site; smoking is not permitted anywhere on the grounds. The Trust has a Stress Management Policy, which staff should familiarise themselves with to ensure that they have adequate support for the management of their own and their colleague's stress. The Trust has an onsite Employee Assistance Programme (EAP) which is available to all staff, offering support to staff & their families.
EQUALITY & DIVERSITY
The Trust values Diversity and actively works towards promoting Equality both in terms of its healthcare provision and within its current and potential workforce.
PATIENT AND CARER EXPERIENCE
The Trust continuously aims to improve the experience of patients and carers using the RUH. All staff are expected to follow the guidance contained in the Patient Experience Strategy for the RUH;
The 3 main points to remember are:
1) Communicate clearly with people;
2) Involve patients and carers in their care and with the hospital;
3) Seek out and use patient and carer feedback in all services.
Also refer to the Carer Policy, Respect behaviours and references to improving experience contained in policy and guidance; all staff will be aware of Equality and Diversity and will assist with accommodating people with special needs. Your individual behaviour can make a significant difference to the patient and carer experience.
FLEXIBILITY
This job description is intended to provide a broad outline of the main responsibilities only. The post holder is required to be flexible in developing their role in agreement with their designated manager. In addition, they may be required by their manager to carry out any other duty commensurate with their banding and expertise