Administration and Diary Assistant

Job overview

We are seeking a highly motivated, efficient and personable administrator for a six month fixed term to join our secretarial team assisting the Executive Management Team The post holder will provide diary management support to multiple members of the deputy executive team. They will be responsible for ensuring that the deputy director calendars are managed effectively ensuring to forward plan to identify any potential clashes bringing these to the attention of the director. The post holder will also support members of the deputy executive team with basic administrative tasks such as organizing meetings, printing, meeting paper preparation.

Main duties of the job

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. They will require a friendly and positive outlook, with the ability to manage multiple diaries effectively and take ownership of office processes, in order to provide high-level, comprehensive support to Deputy Executive Directors within the Executive Management Team of North Middlesex Hospital.

The post holder will be able to manage and prioritise 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.

Detailed job description and main responsibilities

Duties and Responsibilities:

1. Extensive diary management including flagging any issues or conflicts that arise. This includes arranging both internal and external meetings. 2. Liaising with high level Executives and their Assistants. 3. Reception duties including greeting/welcoming visitors offering refreshments and answering incoming telephone calls. 4. Formatting reports, PowerPoint presentations and general correspondence on behalf of the deputies. 5. Management of room booking requests from colleagues across the trust. 6. Handling confidential information, support the organisation of HR appeal processes and panels with discretion. 7. Provide administrative support for deputy led meetings including taking minutes. 8. Provide support and assistance for executive led events and celebrations. 9. Management of IT equipment, reporting issues promptly for repair and assisting with meeting set up. 10. Internal and external mail management and filtering. 11. Reporting maintenance and cleaning issues on the exec floor. 12. Liaising with comms around community and external visits including staff wellbeing incentives and events. 13. Support with ad hoc printing, scanning, filling of documentation. 14. Manage stationary supplies for the executive floor, raising orders on PECOS when required. 15. Taking a lead on ad hoc administrative projects on behalf of the team

This job description gives a general outline of the post and is not intended to be inflexible or a final list of duties. It may therefore be amended from time to time in consultation with the post holder.