Executive Assistant - Saint Ives, United Kingdom - Cambridgeshire Community Services NHS Trust

Cambridgeshire Community Services NHS Trust

Verified Company

Saint Ives, United Kingdom

3 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

We have an exciting opportunity to join our Trust's headquarters based in St Ives Cambridgeshire. We are looking for an exceptional Executive Assistant to join our friendly and supportive Governance and Resilience Team.

The role requires the ability to work under pressure, manage conflicting deadlines, to work on your own initiative and as a team player.

You will be well organised and able to take responsibility for organising internal and external meetings
- drafting agendas, collating papers, providing support for report preparation, room bookings, circulation of papers in a timely manner, refreshments and arranging travel itineraries and accommodation required, notices and timetable ensuring that appropriate equipment is available.

This is a full-time post working 37.5 hours per week.

The role can also be offered as a secondment as a development opportunity.

This involves the person being seconded to us for 12 months and be appointed as a permanent Executive Assistant at the end of the process.

To provide a high quality, comprehensive and responsive secretarial service and administrative support to assigned Executive Directors, Non-Executive Directors as well as other senior managers in the Trust

To take responsibility for organising internal and external meetings
- drafting agendas, collating papers, providing support for report preparation, room bookings, circulation of papers in a timely manner, refreshments and arranging travel itineraries

Be a good team player and work in partnership with the Executive Assistants to provide a comprehensive range of secretarial and administrative services, to a consistently high standard ensuring professionalism, quality and integrity

Highly organised with attention to detail

Excellent working knowledge and understanding of Microsoft office packages/ Outlook/ Word/ PowerPoint/ Excel

Be the first point of contact for all callers to the assigned Directors and senior managers, initiating and coordinating communications and responses on their behalf

Providing a high quality, comprehensive and responsive secretarial service and administrative support to assigned Executive Directors, Non-Executive Directors as well as other senior managers in the Trust

Managing the assigned Directors and senior managers' diaries and 'bring forward' systems in an effective and efficient manner, anticipating their requirements, responding to changing circumstances and demands on their time, and ensuring that they are fully prepared for meetings and other diary commitments

Managing the incoming mail, responding, recording and redirecting for appropriate action on behalf of the Trust's Directors and senior managers

Taking minutes for meetings led by the Directors and senior managers, Board and committees as required and ensure that these are completed and distributed in a timely manner

Managing documents including maintaining individual and central filing systems ensuring they are kept up to date, archived and culled on a regular basis, monitoring an internal CCS circulation system

Handling confidential documentation and personnel matters in an effective and discreet manner

Acting as an ambassador for the Directorate and Trust, being professional, confidential, courteous and helpful