Temporary PA/Executive Assistant - Jobshop UK Limited : Job Details

3 - 6 months

£14.32 - £17.69 per hour

37.5 hour week.

Hybrid including 2-3 days based in Bodmin/Truro

To provide oversight and coordination of all business support and administration processes that contribute towards the safe and effective running of the Executive Board Director’s office and portfolio.

Management of multiple diaries frequently across both health and social care organisations often with a number of senior managers/directors to arrange meetings as required, requiring tact, diplomacy and good negotiation skills to secure mutually agreed outcomes.

To be responsible for organising conferences, multi-organisation events, team meetings including the effective management of the calendar, emails for the executive board director, ensuring timescales, report requirements, deadlines etc. are met.

• Act as the primary point of contact for a range of business administration activities, with delegated lead responsibility for recording absence, training and appraisals for the relevant teams.
• Develop effective working relationships within broad range of internal and external stakeholders. This includes developing an effective communication network within the business support team, senior executives, and health and social care partners, voluntary and public sector organisations.
• Co-ordinate and support multiple workstreams with prioritisation and task management to ensure allocated individual and team tasks and activities are delivered within agreed timescales highlighting any issues or risks.
• Plan, organise and balance competing priorities ensuring that you are task and result focussed to ensure deadlines are met and outcomes achieved whilst providing an efficient and effective administrative service.
• Use initiative to deliver tasks and actions with few pre-defined boundaries, and being innovative in the way tasks are delivered, working autonomously in the absence of directors/chief of, and initiate escalation of urgent matters
• Undertake reporting of information, including collating reports for the executive board director and senior management team highlighting any risks or outstanding action
• Proactively horizon scan for risks or opportunities where you can make recommendations to develop or improve to processes, procedures or methods of working within the team
• The workload is diverse and requires exceptional planning and organisation skills which will include maintaining information systems to ensure workstreams are logged, continuity is upheld and distributing confidential and sensitive information
• To administer all aspects of meeetings including where the executive board director is chair, ensuring the timely production and release of agenda packs,transcribing of minutes, distributed promptly and information is completed and updated in a timely manner.

Experience

• Experience working at a similar level in an administrative role, ideally as a PA ior business support role
• Expertise in a range of work procedures and practice in relevant specialism
• Prioritising workloads including iteration of changes to priorities
• Negotiating changes to agreed parameters
• Proven experience of working in a busy office environment.
• Communicating and liasing with all levels of stakeholders

Skills and Knowledge

• Proven high level experience of using MS Office applications (word/excel/powerpoint)
• Excellent planning and organisational skills
• Prioritise work load and workloads of others to meet rapidly changing deadlines
• Work on own initiative and take decisions on behalf of manager where and when appropriate
• Set up and maintain effective administrative office systems both electronic and paper based
• Apply good problem solving skills i.e. complex diary scheduling working across organisations
• Organise meetings and take comprehensive accurate minutes
• Be proactive and plan ahead, able to react quickly to changing scenarios