Senior Administrative Support Officer

Job overview

An exciting opportunity has arisen for a Senior Administrative Support Officer to join our Executive Services admin team to  provide an effective, comprehensive and confidential level of support to our Executive team of Directors.

The postholder must possess excellent organisational skills, be able to communicate effectively and build relationships with a variety of stakeholders.

You should have substantial work experience gained within a clerical/administration role and have excellent attention to detail with the ability to produce accurate work.

You will need excellent written and verbal communication skills, strong organisational and problem-solving skills, and enjoy working in a busy environment.

As someone who can quickly build strong working relationships, you will be a key member of our team.   Whilst it is likely that the successful candidate does have experience in a number of the required areas, your aptitude, motivation and delivery focus are just as important as your current skill set.

There is an opportunity in this role to further develop your existing administrative skills through gaining an NVQ in Business Administration and/or supervision.

We are happy to discuss a flexible approach to working arrangements and hours with the successful applicant.  Hours are full-time and based at our Nottingham Office with occasional home/remote working by arrangement.

Main duties of the job

To provide diary and administrative support to the wider Executive Team to help our Executive Directors structure their very busy portfolios.

To ensure efficient administrative support is provided to meetings of Board committee subgroups, the Executive Team and other corporate meetings as required by designated Directors, this will include accurate note taking and a well organised timely approach for dealing with the relevant papers and reports.

Provide line management and development support to the Administrative Assistant.  Coordinate oversight of the team’s generic inbox and calendar to maximise the effectiveness of the team and ensure the successful running of the executive services administrative function.

Detailed job description and main responsibilities

• 1.     Provide a complete Personal Assistant service to the Deputy Chief Executive including organising travel arrangements, proactively managing diaries and e-mail accounts, dealing with actions from meetings and application of e-signatures. 2.     Provide administrative support to the wider Executive Team including organising travel arrangements, proactively managing diaries, processing of correspondence and application of e-signatures 3.     To deal effectively with highly confidential and sensitive issues, maintaining confidentiality at all times. 4.     To work efficiently and flexibly within the Executive Services office team, maintaining a highly professional level of support within the team environment, and providing assistance and cover where necessary. 5.     To build effective working relationships both with internal and external stakeholders both in person and virtually to take into account the nature of different working arrangements. 6.     To draft documents and correspondence on behalf of the Deputy Chief Executive and Executive Directors and to format documents, such as letters and presentations, as required. 7.     To screen the Deputy Chief Executive’s email for meeting requests and action appropriately, always maintaining awareness of confidentiality 8.     To maintain the diaries of the Deputy Chief Executive and Executive Directors, organise meetings and arrange appointments as required, booking rooms and arranging and providing refreshments where appropriate. 9.     Ensure that a secretarial support service is provided to Non-Executive Directors as required where cover is necessary in the absence of other team members.

You should also have excellent keyboard skills and know how to format and produce documents using an in-depth knowledge of Microsoft Office products in particular Microsoft Outlook, Teams, Word, and Excel.

• 10. Be responsible for the management of the team’s PA Admin calendar, inbox and workplan to ensure sufficient resource is provided to administer all administrative tasks and subgroup meetings for which the team is responsible. 11. To provide meetings administration service to subgroups of the Trust Board committees, including clearing of papers and issuing agenda and reports, as well as maintaining the work programme. 12.  To clear papers and minute meetings. 13. To support the Head of Executive Services in promoting good standards of corporate governance, administration and minute taking. 14. Utilise IT applications as appropriate to provide efficient and effective support to the Deputy Chief Executive and Executive Directors. 15. Develop and maintain effective filing and bring forward systems within the Secretarial Drive. 16. Support the management of cost by maintaining detailed records which underpin financial transactions authorised from the Office of the Chief Executive budget. 17. Line management of the Administrative Assistant, co-ordinating activities to ensure maximum effectiveness. 18. Monitor performance of the Administrative Assistant and manage annual leave, sickness, disciplinary and performance issues in line with Trust policies and the effective delivery of service. 19. Ensure all direct reports receive performance reviews and that personal development plans are in place and reviewed on at least an annual basis. 20. Review administrative processes on a continuous basis and make recommendations for improvements. 21. Be able to travel easily to other bases across the EMAS geographical area where required to be able to support meetings and administrative tasks. 22. Any other reasonable duties assigned by the Head of Executive Services within the level of responsibility and scope of the post.