Administrator - Ceo Office

Job summary Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to NHS Hampshire and Isle of Wight, Southern Health Foundation Trust, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton Foundation Trust, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals Foundation Trust.
This role is an exciting opportunity for a fast paced and eager-to-learn individual to be at the Chief Executive's side each day.
A highly varied role where no day is the same in the Chief Executive Office.
We are looking for an individual with quick thinking and judgement, a positive attitude, calmness and empathy.
The role reports to the Head of Office working extremely closely with the Executive Assistant to the CEO.
Frequent travel will be required around Hampshire, Isle of Wight and London to our offices and venues.
This role is primarily office based with an average of one day per week working from home.
If you are interested in learning more please contact Kiran Woodward, Head of Office - Chair & Chief Executive on .
Main duties of the job You will be the lead person for the Chief Executive and the Chief Executive Office team, ensuring each day runs as smoothly and efficiently as possible.
You will be responsible for the Chief Executive being prepared for the day and meetings, ensuring she is in the right place at the right time and being the first port of call for our colleagues and stakeholders to meet.
You will have unprecedented access to learn from our leader and her top Executive Team being a pivotal support.
To provide a comprehensive and efficient secretarial and administration service to the Chief Executive including supporting key areas of work and being the main point of contact for on the day support.
To assist the Chief Executive Office with day-to-day admin tasks.
To prioritise on a daily basis ensuring the smooth operation of the office area and processes.
The role requires handling comprehensive and sensitive information and correspondence, document management and supporting the Executive Assistant to arrange complex meetings.
To work in a flexible and co-operative way, travelling around Hampshire and Isle of Wight providing support to the Senior Team.
This role is primarily office based with an average of one day per week working from home.
About us We offer excellent employment opportunities to new and existing staff.
We aim to be a model employer by embedding best HR practice and to support new ways of working.
We pride ourselves on offering good working conditions, job security, lifelong learning, fair pay and benefits, staff involvement and a balance between work and personal life.
We enjoy a forward thinking and innovative culture and our vision is to have healthy people, living healthy lives in healthy communities.
We understand the only way to deliver this is to have the right people with the right skills.
Here is a summary of some of the benefits and services which are on offer to staff: 27 days paid minimum holiday and bank holiday entitlement NHS pension scheme Sick pay policy Occupational health services including staff counselling services Flexible working and family friendly policies Flexible retirement and retirement vouchers Health Service Discounts - offers for stores, travel, equipment etc.
Successful candidates will be subject to a six-month probationary period Job description Job responsibilities Maintain a good working relationship with the Chief Executive and Executive team.
To work as a member of a team of Administrators and Executive Assistants in a flexible and co-operative way, providing support to the Chief Executive Office team at times of pressure and absence.
To maintain links with internal Admin teams.
To lead on meeting pack preparation for the Chief Executive on a daily basis.
To organise travel arrangements for the Chief Executive.
To assist with co-ordinating of diaries for the Senior Team, this includes arranging complex meetings.
To set up and support the Senior Team at offsite meetings and events.
To exercise judgment and discretion in the daily handling, monitoring and organisation of all appointments/meetings.
To cover incoming telephone / MS Teams calls, general enquiries and take messages as required.
To support in managing incoming and outgoing highly complex and highly confidential correspondence as instructed ensuring that urgent matters are dealt with accordingly and passing on more complex queries as appropriate.
To deal effectively with and re-direct information to and from others as appropriate.
Prioritise own workload using judgement to make decisions working with the Executive Assistant to deal with issues as they arise.
On a day-to-day basis, maintain the offices current and efficient filing system and to be responsible for administration of clerical and general office duties including printing, scanning and photocopying.
To assist with providing IT and estates support and guidance to the team as required.
Liaise with the IT help desk, reporting any faults, arranging service call/repairs.
To support with projects as instructed.
To arrange, when requested, meetings, conferences, training courses and events including the process of room bookings, catering needs and communication of times and venues to participants.
To maintain where required, other activity, data and registers information.
Develop effective working relationships within the organisation and with external stakeholders.
To assist and provide cover during busy periods, sickness absence and annual leave.
Person Specification Knowledge, Training and Experience Essential Educated to GCSE/O level grade C in English or equivalent.
NVQ 3 in Business Administration/Management or equivalent experience.
Experience of working in a changing environment.
Experience of typing and formatting of documents.
Experience in complex diary management/ planning and organising complex meetings.
Desirable Experience or preparing agendas and taking minutes/notes.
Previous experience of the NHS.
Equality and Diversity Essential Demonstrates understanding of issues affecting diversity and inclusion, including how individual actions make a difference to the equality agenda.
Skills and Attributes Essential Ability to work as part of a close-knit team.
Effective communication skills - verbal and written.
Have a professional telephone manner.
Planning and Organisational Essential Ability to act on own initiative without supervision.
Ability to organise and prioritise work whilst being flexible and adaptable in order to meet competing priorities.