Executive team administrator

An exciting opportunity has arisen in the Trust Executive office for a Band 4 Executive Team Administrator on a permanent basis. This is a role for a highly organised and committed administrator who will provide support to the Executive Directors and their support team. The postholder will need to be a team player, with strong communication skills and be experienced in diary management, minute taking and MS Office applications. 1. To support the smooth running of the Trust Executive Office. 2. To provide high quality secretarial and administrative support using a wide variety of computer skills. This will involve preparing reports, agendas and responding to correspondence. All work needs to be co-ordinated and completed in a timely manner. 3. To provide cover for secretarial/administrative duties as necessary during absences and at times of pressure. 4. To manage the diaries of the Team, specifically meetings involving multiple members of the Executive Team, while ensuring an efficient and effective use of the Executives time. 5. To deal with incoming correspondence (written and email) on a daily basis. 6. To proof-read documents for spelling, punctuation, format and grammar. 7. To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms. 8. To develop a sound and productive working relationships within the Trust and with external partners 9. To be responsible for servicing and organising meetings, away days, seminars and other events as requested. To research venues, catering facilities and attend events as and when required. 10. Take and type up minutes of meetings, including MS Teams meetings, as and when required and following up on action points from the meetings and progressing. Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations: 1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development 2. Widening access (anchor institution) and employability 3. Improving the experience of staff with disability 4. Improving the EDI literacy and confidence of trust staff through training and development 5. Making equalities mainstream To ensure the provision of comprehensive secretarial, administrative and clerical support to the Trust Executive Team in communication with the Executive PA and Board Secretariat Teams. This will include: Key Result Areas Performance: 1. To support the smooth running of the Trust Executive Office. 2. To provide high quality secretarial and administrative support using a wide variety of computer skills. This will involve preparing reports, agendas and responding to correspondence. All work needs to be co-ordinated and completed in a timely manner. 3. To provide cover for secretarial/administrative duties as necessary during absences and at times of pressure. 1. To manage the diaries of the Team, specifically meetings involving multiple members of the Executive Team, while ensuring an efficient and effective use of the Executives time. 2. To deal with incoming correspondence (written and email) on a daily basis. 3. To proof-read documents for spelling, punctuation, format and grammar. 4. To deal with all enquiries in a polite and courteous manner, using tact and discretion, referring enquiries to other staff as necessary and/or responding appropriately to the query. This may require obtaining and sending information in various forms. 5. To develop a sound and productive working relationships within the Trust and with external partners 6. To be responsible for servicing and organising meetings, away days, seminars and other events as requested. To research venues, catering facilities and attend events as and when required. 7. Take and type up minutes of meetings, including MS Teams meetings, as and when required and following up on action points from the meetings and progressing. 8. Responsible for ordering and maintaining stock inclusive of all stationary requirements ensuring appropriate office equipment and supplies are available. 9. To offer an excellent front of house service for the Trust Executive Office at Queen Elizabeth Hospital. This will include receiving and welcoming visitors, internal and external, in a courteous, helpful and friendly manner, handling any enquiries or complaints professionally and effectively. 10. To be an effective member of the Trust Executive support team, developing productive working relationships with other members of the team and developing a sound understanding of the aims and business activities of the team 11. To communicate complex, sensitive information with a range of staff internally and externally to the organisation ensuring that confidentiality of information, both oral and written, is maintained at all times. 12. To undertake delegated projects or assignments. 13. To support the CEO’s PA with e-rostering management for the Team and ensuring compliance with mandatory training and the annual appraisal process. 14. Placing orders on SBS system for a variety of items, i.e., training, invoices, stationery and being able to deal with common trouble shooting.