This job has expired

Executive Assistant

LA International
Up to £170 per day
Closing date
9 Feb 2023

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Clearance Level
Administration / Secretarial
Job Type
Specific Core Functions
Plan the time of the Chief Operating Officer and Deputy Chief Operating Officer without direction, to:
* Facilitate the meeting of deadlines and statutory requirements.
* Maximise the effective use of the their time.
* Ensure a balance is made between meetings and workload demands.
Understand the workloads to a high level in order to:
* Recognise and act on key themes.
* Make informed decisions.
* Re-arrange and re-prioritise the diary without prejudice to the outcome of prioritised targets.
* Prepare papers and presentations for meetings, external adjudications and other audiences on behalf of the Chief
Operating Officer and Deputy Chief Operating Officer to ensure that the Trust is presented professionally and
meets the scrutiny of external agencies in legal and complex matters.
* Manage efficient systems which ensure the Chief Operating Officer and Deputy Chief Operating Officer are
prepared for meetings and which safeguard the professional reputation of the Trust at the highest level.
* Manage and maintain an efficient, electronic filing system, which will allow a timely response within the
requirements of the Data Protection Act, the Freedom of Information Act and Trust Policy.
* Respond to telephone calls and post.
* Re-schedule both sets of diaries at short notice to ensure availability for unexpected and unplanned eventualities.
* Prioritise meetings and post.
* Involve other Executives/Senior Managers as appropriate, in the absence of the Chief Operating Officer.
* Provide and receive sensitive and contentious information with absolute discretion.
* Persuade and reassure staff or patients in difficult situations to encourage co-operation and resolution.
* Display welcoming and courteous manners at all time.
* Be able to move situations forward in a positive and timely way.
* Understand work procedures, keyboard skills, IT programmes, specialist functions, photocopying, scanning, audiovisual aids and diary management to facilitate the running of the Chief Operating Officer's workload.
* Review and revise office procedures to ensure compliance with Trust Policy and office processes.
* Manage meetings by taking minutes, drafting agendas, managing attendees and papers, diarising items and taking
follow-up action on behalf of the Chair of the committee. Book venues as necessary and distribute papers,
maintaining an updated membership list and keeping appropriate records for access by other staff as necessary,
having due regard to the terms of reference and statues of the committee. Maintain a high level of confidentiality
regarding the items discussed at these meetings.
* Make all necessary travel arrangements and book accommodation for business outside the Trust.
* Support reviews or formal Boards of Enquiry as required.
* Collate and produce information in the required format and make the necessary arrangements for awards,
appraisals and annual reviews.
* Manage own time to sustain a high level of productivity, concentration and focus despite frequent interruptions and
an unpredictable workload.
* Draft letters, emails, briefing notes and short reports.
* To work as a team member of the Executive Admin team, providing assistance and cover to colleagues as
appropriate in order to ensure service demands are met. This includes covering periods of annual leave and
unexpected absences.

LA International is a HMG approved ICT Recruitment and Project Solutions Consultancy, operating globally from the largest single site in the UK as an IT Consultancy or as an Employment Business & Agency depending upon the precise nature of the work, for security cleared jobs or non-clearance vacancies, LA International welcome applications from all sections of the community and from people with diverse experience and backgrounds.

Award Winning LA International, winner of the Recruiter Awards for Excellence, Best IT Recruitment Company, Best Public Sector Recruitment Company and overall Gold Award winner, has now secured the most prestigious business award that any business can receive, The Queens Award for Enterprise: International Trade, for the second consecutive period.

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