Job Description

• To act as 'front of house’ for the Chief Executive; undertaking activities such as filtering telephone calls, receiving documents, correspondence, and messages, and responsible for ensuring information is forwarded to the appropriate Manager/Department in an efficient and timely manner.

• To have access, as required, to emails to manage their inbox, highlighting any urgent emails or urgent actions arising from them.

• To be responsible for the Chief Executive’s diary including scheduling of reoccurring routine meetings, planning, preparations of events and working in collaboration with the Senior Management Teams as required.

• To produce/prepare documentation in a variety of formats including Word, Excel, PDF, PowerPoint, and other reports including confidential material.

• To assist with the preparation, drafting and production of documentation for Board papers, working closely with the Chief Executive and Financial Director as required.

• Maintain an accurate and efficient electronic and paper filing system and be responsible for records management including archiving whilst improving paperless working by scanning to a central secure location.

• Arrange room bookings, organise hospitality and order stationery supplies, as required.

• Ensure that the appearance of the Chief Executive’s office and their own office is tidy and well organised.

• Take a proactive role in the use of IT for document storage and retrieval. Maintaining databases of key data and updating as required.

• Be responsible for ensuring that agendas/papers are prepared sufficiently in advance for meetings and that minutes are accurate. Responsible for the dissemination of information either in advance or after the meeting and for following up actions directly with those who have been assigned actions, to ensure that agreed next steps are carried out in a timely manner.

• Organise and prioritise work efficiently to ensure smooth running of the Chief Executive’s office on a day-to-day basis, including identifying opportunities to improve administrative procedures and taking the initiative to suggest ways of working more efficiently.

Required Knowledge, Skills, and Abilities

• Qualifications in Secretarial and/or Business Administration (to at least RSA3/NVQ3) or equivalent • Experience of working in a senior administrative capacity with a good telephone manner • Proficient use of Word, Excel, PowerPoint, and Outlook • Excellent communication and organisational skills • Good interpersonal and analytical skills • Good knowledge of English grammar and punctuation • Strong attention to detail • Able to maintain confidentiality • Able to remain calm and professional under pressure