Executive Assistant

Executive Assistant

Venn Group are currently partnered with a large healthcare organisation in the North-West area who urgently require a fulltime Executive Assistant.

The key role responsibilities are:

• Provide a full range of secretarial and administrative duties including audio and copy typing, word processing, generating routine correspondence, taking notes and minutes and photocopying/binding of documents.
• Receive a variety of telephone calls on behalf of the Director(s) using initiative to deal with matters where possible, taking messages and re-directing calls as appropriate.
• Receive and record all incoming mail and email transmissions sifting and screening as required. Prioritise the mail, ensuring all issues of an urgent nature are brought to the Director’s attention. Delegate when necessary correspondence to other members of their directorate to respond to on the Director’s behalf. Where appropriate, produce draft responses to correspondence in liaison with other members of the Directorate team.
• Organise and maintain diaries, electronic or otherwise. Prepare papers for the daily appointments in advance for the Directors.
• Maintain a bring forward system for progress chasing outstanding enquiries, comments and actions. Be proactive and forward plan agenda items and supporting papers for regular meetings. Progress chase reports which are being produced on the Director’s behalf.
• Maintain a comprehensive up to date filing system for the Director(s), ensure appropriate recording and storage of all types For Employment Services Use Only: Unique Reference Number: MTV3 of information, paying due regard to data protection legislation and NHS guidance.
• Co-ordinate the production and revision of key corporate strategy documents as required. This will require progress-chasing contributions from relevant committees and individuals across the Trust and merging responses into an agreed template.
• Prepare, collate and circulate papers and reports for meetings in advance. Attend meetings to take minutes and transcribe minutes within agreed timescales. Implement and co-ordinate actions from meetings on behalf of the Director(s).
• Arrange meetings, visits, assessments and appointments both within and external to the Trust. Arrange air/rail travel and accommodation for people within workflow streams of the Director(s).
• In liaison with the senior members of the directorate teams arrange events such as Workshops and Seminars obtaining costings, arranging venues, information packs, refreshments, and attend to provide organisational and administrative support as required.
• Maximise the use of available information technology to produce reports, graphics, powerpoint presentations, excel spreadsheets and statistical reports. Interrogate websites to retrieve guidance across a range of key issues pertinent to the work of the Director(s).

To apply for this role or to find out about other Corporate Service roles, please contact Eoin McCurdy on the Manchester Healthcare Recruitment team on or