Executive Assistant

COMMUNICATION AND RELATIONSHIPS - Act as a key point of contact for the assigned manager(s).- Communicate complex and sensitive information effectively where persuasion or negotiation may be required.- Establish and maintain effective communication methods and working relationships with a wide range of people across the Directorate, the Trust, and external stakeholders where required.- Exercise tact and diplomacy when dealing with staff and departmental matters and procedures relevant to the portfolio of the assigned manager(s).- Confidentiality must be maintained at all times and in all communication whether written or oral SERVICE DELIVERY - Organise and administer specific aspects of the function as required, including: - Manage the email inbox and calendar(s) of the assigned manager(s) in a timely and appropriate manner.- Coordinate and prepare agendas relevant to the assigned managers(s) portfolio.- Take formal minutes and progress actions accordingly.- Collate and distribute appropriate paperwork in a timely manner.- Organise internal and external meetings, making all associated arrangements. This includes working flexibly to provide support as required e.g. arranging meetings/events. - Coordinate travel, accommodation and catering arrangements as required, ensuring best value for money - Ensure that appropriate filing and bring forward systems are in place and maintained.- Maintain records management systems to ensure compliance with the requirements of the Data Protection and Freedom of Information Acts.- Collate any payroll returns and facilitate effective authorisation by assigned manager(s) in a timely manner.- Work autonomously acting on own initiative to prioritise workload. - Will provide reception and switchboard/telephone cover as required, greeting visitors and callers in a professional and courteous manner, working proactively to meet their needs. - Operate with speed and accuracy as a loggist to support a commander in an incident declaration where required, working in the Incident Coordination Centre environment. FINANCIAL RESPONSIBILITY - Responsible for monitoring and maintaining standard office conditions and equipment, including stocks of stationery- Reporting of general faults relating to the office environment and site estate.- Responsible for ordering and receipting of goods such as stationery and office equipment and maintaining stock control in order to ensure an efficient office environment.- Responsible for processing requisition invoices and orders for payment Job description Job responsibilities COMMUNICATION AND RELATIONSHIPS - Act as a key point of contact for the assigned manager(s).- Communicate complex and sensitive information effectively where persuasion or negotiation may be required.- Establish and maintain effective communication methods and working relationships with a wide range of people across the Directorate, the Trust, and external stakeholders where required.- Exercise tact and diplomacy when dealing with staff and departmental matters and procedures relevant to the portfolio of the assigned manager(s).- Confidentiality must be maintained at all times and in all communication whether written or oral SERVICE DELIVERY - Organise and administer specific aspects of the function as required, including: - Manage the email inbox and calendar(s) of the assigned manager(s) in a timely and appropriate manner.- Coordinate and prepare agendas relevant to the assigned managers(s) portfolio.- Take formal minutes and progress actions accordingly.- Collate and distribute appropriate paperwork in a timely manner.- Organise internal and external meetings, making all associated arrangements. This includes working flexibly to provide support as required e.g. arranging meetings/events. - Coordinate travel, accommodation and catering arrangements as required, ensuring best value for money - Ensure that appropriate filing and bring forward systems are in place and maintained.- Maintain records management systems to ensure compliance with the requirements of the Data Protection and Freedom of Information Acts.- Collate any payroll returns and facilitate effective authorisation by assigned manager(s) in a timely manner.- Work autonomously acting on own initiative to prioritise workload. - Will provide reception and switchboard/telephone cover as required, greeting visitors and callers in a professional and courteous manner, working proactively to meet their needs. - Operate with speed and accuracy as a loggist to support a commander in an incident declaration where required, working in the Incident Coordination Centre environment. FINANCIAL RESPONSIBILITY - Responsible for monitoring and maintaining standard office conditions and equipment, including stocks of stationery- Reporting of general faults relating to the office environment and site estate.- Responsible for ordering and receipting of goods such as stationery and office equipment and maintaining stock control in order to ensure an efficient office environment.- Responsible for processing requisition invoices and orders for payment