Executive Administrative Assistant to Trust Executive Team

at  Norfolk and Suffolk NHS Foundation Trust

We are looking for someone who will be integral to the Trust Secretariat team and can provide comprehensive and pro-active secretarial and administrative support to the Executive Assistant team. You will need to have excellent communication and interpersonal skills. Flexibility and ability to prioritise is essential.
This permanent position is ideally suited to someone with an administration background who wants to advance their career in the Executive support team.
Provide accurate, prompt and efficient administrative support to the Trust Secretariat team which may include supporting production of presentations / spreadsheets and reports, diary and email management for the Company Secretary, arrangement of meetings, liaising with senior staff in external organisations.
Support the Senior EAs and EAs in the Trust Secretariat to ensure that the Trust’s Executive Directors and the Company Secretary are fully supported to discharge their duties effectively. This may include supporting Board Committee sub-groups, working with the Chairs and executive leads to formulate agendas, workplans, putting together meeting packs and where required, taking minutes or action notes.
Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive and Trust Secretariat (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.
Provide office administration support including management of post, fielding incoming telephone enquiries, setting up of meeting rooms and supporting EAs with Directors’ administrative requirements.
Support Executive with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.
Here at NSFT we pride ourselves on being a welcoming, talented, friendly and supportive team who like nothing better than sharing experiences and learning from each other. In addition to ongoing training and development opportunities, we are committed to providing an environment in which you can thrive.
Why work for us? We have challenges as a Trust, but we have ambitious aspirations, are pushing ahead with exciting transformation work and we need dedicated individuals to support us on our journey. We have strong, established professional networks coupled with an exceptional leadership team who will ensure you are truly cared for and cared about.
Why Norfolk and Suffolk? The people here are warm and welcoming, you’ll never be far from the beautiful coastline or Broads National Park. We’re an hour and a half away from London and have an international airport in Norwich too. Our villages, towns and cities are packed full of history, independent cafes, shops and theatres. We have excellent shopping, eating out, top ranking schooling and affordable house prices too.

Management Support
Provide accurate, prompt and efficient administrative support to the Trust Secretariat team which may include supporting production of presentations / spreadsheets and reports, diary and email management for the Company Secretary, arrangement of meetings, liaising with senior staff in external organisations.
Support the Senior EAs and EAs in the Trust Secretariat to ensure that the Trust’s Executive Directors and the Company Secretary are fully supported to discharge their duties effectively. This may include supporting Board Committee sub-groups, working with the Chairs and executive leads to formulate agendas, workplans, putting together meeting packs and where required, taking minutes or action notes.
Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive and Trust Secretariat (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters.
Provide office administration support including management of post, fielding incoming telephone enquiries, setting up of meeting rooms and supporting EAs with Directors’ administrative requirements.
Support Executive with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist.
Communication
Act as receptionist/first point of contact for the Trust secretariat team, dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate.
Answer telephone calls, taking messages and passing on accurately and timely to the relevant person.
Manage complaints calls from service users, carers and the wider public, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate.
Contribute to effective communication by liaising with internal and external parties and agencies as required. Manage confidential information.
Deal with enquiries and maintain an efficient message system.
Liaise internally and externally in a professional manner providing relevant and timely information.
Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external.
Service Development
Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed.
Knowledge & Training
Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training.
General
Diary and email management for self and others as directed to include appointments / meetings, and regular commitments.
To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings.
To assist in organising workload of Executive team
Ensure confidential information is managed, retained and stored in line with Trust policy in an efficient and effective manner.
Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions.
To attend and contribute to all internal / external meetings relevant to the post.
Provide data as directed.
Provide cover across the other administrative staff during holidays and sickness.
Ensure that general office supplies are ordered and maintained.
Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented.
Promote the image of the department, checking that notices and leaflets are up to date and well presented.
Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc.
Photocopying and word processing documents, letters, emails and minutes and reports when required. Postholder must have a standard level of keyboard skills and able to use Microsoft Office programmes, Skype etc.
Able to work on own initiative and unsupervised, within defined policies and procedures, to set timescales.
Operate a flexible approach to work and encourage other staff to do so; be adaptable to change and able to work as a team across the secretariat.
Support Human Resources in completing P forms for executive and their deputies, taking minutes for disciplinary and other confidential meetings on request.
Undertake any other appropriate tasks as requested by line management in order to meet the needs of the service and in line with the Trust strategy