Directorate Senior Support Officer

• Organise the workload of the Executive Director of Workforce and Organisational Development, through an efficient and effective electronic diary system, bring forward system and electronic paper management system.
• Communicate and build close relationships with senior colleagues both internal and external to the organisation.
• Prepare agendas, circulate with supporting papers and take minutes of meetings chaired by the Executive Director of Workforce and Organisational Development.
• Format and produce complex reports and papers.
• Demonstrate a high level of discretion to deal with complex and sensitive information
• Demonstrate a high level of numeracy and literacy skills.
• Demonstrate a high level of accuracy and speed.
• Demonstrate the ability to work unsupervised, using own initiative.
• Demonstrate the ability to prioritise own daily workload in line with the Executive Director of Workforce and Organisational Development's workload and commitments.
• On occasion, it may be necessary to work outside normal office hours to fulfil the role.
• To provide an extremely high level and comprehensive administrative service to the Executive Director of Workforce and Organisational Development.
• To deal professionally and effectively with internal and external colleagues.
• To develop, implement and maintain effective and appropriate office management systems in line with the Executive Director of Workforce and Organisational Development's requirements.
• To administer, manager and co-ordinate a demanding workload using own initiative, prioritising and maintaining deadlines and commitments.
• To organise meetings, prepare, finalise and collate all supporting documentation required for meetings chaired by the Executive Director of Workforce and Organisational Development and arrange follow-up actions/meetings, where appropriate.
• To work without direct supervision, using own initiative and, where necessary, initiate letters and emails, both internally and externally, as required without reference to the Executive Director of Workforce and Organisational Development.
• To maintain an effective diary system for the Executive Director of Workforce and Organisational Development and use own initiative in relation to their incoming correspondence.
• To develop and maintain a comprehensive electronic filing system.
• To develop and maintain a comprehensive bring forward system.
• To receive and action incoming and outgoing correspondence, including emails.
• To organise travel and hotel arrangements in line with external commitments and co-ordinate monthly expenses.
• To act in a confidential manner at all times, receiving complex and sensitive information.
• To provide administration support to other members of the Corporate Workforce and OD Senior Team.
• To provide administration support to other members of the Executive Team, when required.
• To undertake such other duties that are commensurate with the responsibilities of the post, including out of hours work, either at initial place of work or at any other organisation establishments.

Essential

• Educated to degree standard or equivalent
• ECDL or equivalent

Essential

• Evidence of practical experience in a PA role
• Ability to cope with a demanding workload
• Substantial experience of Microsoft Office
• Substantial knowledge and experience of the NHS
• Advanced keyboard skills to demonstrate a high level of accuracy and speed
• Demonstrate a high level of motivation and confidence in the role
• Ability to minute meetings and produce and accurate record
• Work effectively as part of the Executive PA team

Essential

• Ability to communicate effectively with colleagues at all levels