Executive Support Officer
Scale: / TBA / Role profile number: 04
Reporting To: / Director of Operations
Hours / 35 hours, Monday to Friday, to be worked between the hours of 8am and 6pm. Some flexibility is required (e.g. early starts or late finishes when required and regular evening meetings)
Role Purpose: / To provide executive administrative support to the senior management and leadership group
To lead on supporting the communications function
To provide a professional and welcoming reception for visitors
To be an effective and flexible team member in the Executive Support team – sharing workload and providing cover for other team members when required
Key Accountabilities / Key
Deliverables
Business support / Provide full executive business support to the Strategic Management Team and occasional business support to the Leadership Group ( 70/30 split)
Ensure SMT members are fully prepared for meetings with supporting paperwork and information
Conduct background research and present findings when required
Producing documents, spread sheets, briefing papers, reports and presentations in the format requested
Provide diary management to the SMT including arranging meetings and appointments with both external and internal contacts
Respond to and initiate correspondence or telephone calls for SMT
Provide day-to-day support for SMT
Undertake photocopying, mail merges , duplicating and collating and any other administrative tasks
Update relevant intranet pages when requested
Organise agendas for relevant meetings ,forward plans and timely dispatch/upload of papers and follow up of actions
As a member of the Executive Support Team organise catering and hospitality when required for meetings and events
Provide cover for other members of the Executive Support Team – ensuring a seamless service to customers at all times
Committees and
meetings / Take full responsibility for assigned committees and meetings by
· Organising, taking comprehensive minutes and administering meetings (including Board; Committees and internal meetings).
· Organising agendas ,forward plans and timely dispatch/upload of papers and follow up of actions
· Organising catering for meetings
Organise away days / workshops /conferences , including finding venues and efficiently coordinate all the arrangements and documentation
Communications management / Provide support to the SMT on the delivery of the strategic communications strategy
Keep under review and update the intranet and website and provide performance reports on usage and opportunities
Collate content for internal staff e-bulletins
Act as a contact point for media enquiries and work with SMT to respond
Support in acting as a ‘brand guardian’ ensuring consistency across all internal and external communications
Support the Operations Director on the co-ordination and production of the residents newsletter and other resident publications/leaflets
Monitor and report on external media reporting in relation to THCH
Support the coordination and production of other external publications
Liaise with external printers, suppliers or consultants in relation to the delivery of the communications activity
Budgets and financial control / Raise and approve invoices within delegated authorities , monitoring spend against budget , forecasting and delivering value for money
Promote a culture of value for money and sound financial practice within the role.
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Risk Management and compliance / Actively assess and manage risk in areas associated with the post, and make recommendations for actions to mitigate the risk and regularly monitor and review accordingly.
Take responsibility for the application of health and safety within daily work practices sharing a common responsibility for health and safety across THCH
General / · To follow and actively promote THCH’s equal opportunity policy.
· To provide all services in accordance with THCH’s mission statement, aims and objectives.
· To undertake any other duties as maybe required from time to time.
·
Role related knowledge, skills and experience on recruitment
· Educated to A Level or equivalent
· Track record of executive PA experience at a senior level ( or proven examples of working in a senior level environment)
· Experience of communications management ( desirable)
· Proven experience in organising and administering meetings and taking accurate concise minutes
· Experience of working in a highly pressurised environment and delivering to tight deadlines
· Strong interpersonal skills ,including diplomacy and ability to influence and persuade
· Demonstrable experience and ability of managing projects
· Able to understand and respond clearly and sensitively to the needs and concerns of key stakeholders ,
· Excellent written and verbal communication skills
· Good time management, demonstrable ability to prioritise and organise appropriately
· Able to demonstrate a commitment to Equal Opportunities and the management of diversity.
· Advanced proficiency in Microsoft applications , Word and Excel and PowerPoint
· Ability to manage a website, intranet and use google analytics
· Able to demonstrate discretion and commitment to confidentiality
Core Competencies / You are considered effective when you:
Delivering excellent services
– You focus on getting it right first time, actively looking for better ways to deliver a quality service / · Engage customers to determine the options and solutions that best meet their needs
· Work to understand the diverse needs and expectations of customers
· Ensure quality standards are set and monitor progress to ensure high quality services are delivered
· Monitor and evaluate satisfaction levels and service performance and seek to improve services
· Anticipate potential problems and initiate ways to overcome them
· Proactively look at the services delivered and suggest ways in which it can be improved
· Welcome and actively use new technology to deliver the service
· Take ownership of issues and problems
Communicating effectively
– you adapt your style of communication with different people and in different situations to ensure mutual understanding / · Communicate clearly and directly in a way that meets the needs of the recipient
· Check understanding and re-present or information to correct any misunderstandings or mistakes
· Ask the right questions in the right way to clarify meaning
· Understand and work to reduce barriers to effective communication
· Listen actively to others, understand and respond to key messages
· Demonstrate openness in sharing information and keeping people informed
Working effectively
– plans and organises work to meet individual, team and departmental objectives whilst achieving quality and value for money / · Manage own work to deliver on time and considers the impact on others when prioritising tasks
· Ensure systems are in place to manage workload efficiently and effectively
· Meet THCH agreed performance standards, thinking ahead and identifying any problems in doing so
· Take ownership to complete assigned tasks/projects independently and with guidance when required
· Understand and work to achieve the aims of the team/department and monitor progress regularly
· Use initiative in suggesting ideas for improving service quality and value for money
· Freely share knowledge and information with others across the organisation
· Manage own development and performance and provides information and support to assist the development of others
Working with others
– you understand your impact on, and how to work with, others. You share ideas and experience to achieve objectives / · Proactive in building rapport with colleagues and external customers and stakeholders , respecting other people’s values, views and opinions
· Cooperate and work effectively as part of a team
· Share and implement good work practice across team and departmental boundaries
· Understand how your job contributes to the team, service and organisation objectives and can describe this to others
· Work to effectively resolve differences with colleagues
· Support others by sharing information, knowledge and experience and promote organisational learning
Updated:
Oct 2017
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U:\Staffing\JD's\Executive support roles\Executive Support Officer - communications lead 10 10 17.docxExecutive Support Officer TB/PB Aug 17