Executive Assistant Estates & Facilities

at  Queen Victoria Hospital NHS Foundation Trust

Collating reports, gathering and formatting information from a number of sources To work collaboratively with other secretaries and administration assistants to promote effective management of priorities and workflow Provide cover for other secretaries and assistants in times of annual leave and sickness absence Train new members of staff in systems, contractor procedures and suppliers within the estates team and within executive directors area of business Undertake surveys where necessary to obtain information for specific projects related to area of responsibility and manipulating the data Support internal and external audit teams, e.g. HSE, CQC, PAM, ERIC by providing information and files where appropriate Work autonomously acting on own initiative to prioritise tasks Handle information of a highly confidential, sensitive or contentious nature either in an appropriate manner Publish and update accurate information on the Trusts Intranet and website as required in accordance with the relevant Estates policies in collaboration with Responsible Person, Authorised Person in the appropriate discipline Proactive in proposing improvements to administrative procedures within the Estates & Facilities team and within Executive Director and Associate Directors areas of business implementing changes, involving or advising other members of staff as appropriate Maintain core communication databases and contact lists including external contractors Establish and maintain electronic filing systems for the prompt retrieval of information Maintain absence records for Estates & Facilities employees Maintain appraisal and training records on behalf of Directors, prompting where action must be taken To undertake any other reasonable duties, responsibilities or projects commensurate with this role as require

Please refer the Job description for details