Job Description

We are seeking a highly motivated, efficient and personable administrator to join our secretarial team assisting the Executive Management Team. You will work as part of a small executive support team and will be required to work closely with them to ensure a professional, comprehensive service and ensure the smooth running of the office.
The ideal candidate will be an experienced administrator who can demonstrate strong interpersonal skills together with a 'can do' flexible attitude. 
The post holder will be able to manage and priorities demanding workloads effectively and be used to working in a fast-paced environment, delivering high quality administration and office management. You will have a clear understanding of confidentiality and the need for discretion and sensitivity in some circumstances. You will be part of a friendly and pro-active Executive Support team, helping to provide seamless and high quality support.

1. Manage the Deputy Directors’ diaries, ensuring they are kept up to date and makes the best use of time, flagging any issues that arise.
2. Organize meetings, events, interviews and appointments, ensuring that appropriate arrangements are made.
3. Promptly and accurately produce letters, memos, reports, presentations and other documents as required.
4. Minute taking for key meetings, recording notes and actions accurately and distributing in good time.
5. Provide support to meetings including room booking, ordering refreshments and supporting the creation of meeting papers as required.
6. General administrative duties for the department, such as scanning, organizing meeting packs, filing documents, distribution of mail and ordering stationery.
7. Lead on developing effective office management and administrative processes.
8. Meet and greet guests and provide an effective ‘front of house’ service.
9. Deal with incoming correspondence and phone calls, responding or redirecting as appropriate, and ensuring that any urgent or important business is brought to the attention of the relevant person in good time.
10. Work with other members of the Executive Support team to provide effective cross-cover.
11. Some project and events support where required.

You will work as part of a small Executive Support team, working across the Executive and Deputy Directors for the Trust. The team is efficient, hardworking and friendly and have fostered a supportive and collaborative environment. Generating relationships with teams across the Trust is essential.

Required Knowledge, Skills, and Abilities