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Executive Personal Assistant Job Description

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Job Summary

Main responsibilities-Executive Personal Assistant Job Description

Knowledge, Skills and Abilities-Executive Personal Assistant Job Description

Experience

Minimum 3 years Administrative / Secretarial experience.

Minute taking experience.

 

Skills

Ability to prioritise work

 

 

 

 

 

 

 

 

 

 

 

Numerate

Good communication and organisational skills

Good telephone manner

Demonstrate ability to use initiative effectively.

Audio typing skills.

Minute taking skills

Knowledge

 

Extensive knowledge of Microsoft Office – Word/Excel/Outlook.

Understanding of the Data Protection Act and code of Confidentiality.

 

Qualifications

NVQ3 or equivalent in Business Administration.

GCSE (Grade A-C) or equivalent in English Language.

OCR / RSA 3 or equivalent in Text / Word Processing.

Executive Personal Assistant Job Description

To provide a comprehensive Personal Assistant service to some members of the Executive Management Team. This involves providing executive secretarial and administrative support across the full range of their responsibilities and duties, including organising their timetable, handling enquiries and managing office systems

To undertake administrative / senior secretarial / PA duties (specific to role).

 

To undertake general office duties i.e. typing, data processing, filing, photocopying and facsimile as deemed appropriate in line with Trust Policies and Procedures.

 

To answer / deal with queries, both face to face and via the telephone, and pass them on to the relevant member of staff in an appropriate and timely.

 

Extensive co-ordination of electronic and paper diaries.

 

To arrange, confirm appointments and meetings as required, making appropriate arrangements (hospitality, booking venues, equipment, travel, accommodation etc).

Provide secretarial service to meetings including preparation and distribution of agendas and papers, taking minutes.

Establish and maintain effective office systems to initiate and maintain records and generate information as required.

To be responsible for physical equipment and to ensure any cash transactions are handled in accordance with Trust policies and guidelines.

To order and maintain equipment as required.

To input / retrieve data on a daily basis (specific to role).

To prepare for and attend appraisal meetings and participate in any training programmes as requested by the Trust.

To maintain accurate, contemporaneous and complete records in accordance with Trust policy and the guidelines for records and record keeping.

Manage own workload effectively, prioritising and delegating accordingly.

To record information to the Electronic Staff Record, as appropriate.

Authorised signatory (specific to role).

Petty cash budget holder.

Deal with incoming and outgoing post, including e mail.

 

COMMUNICATION AND LIAISON

To act as the first point of contact for the Executive Team, ensuring matters are dealt with efficiently and effectively.

To answer face to face and telephone enquiries in a friendly and courteous manner, recording any messages efficiently and passing them to the relevant member of staff in an appropriate and timely manner.

To deal with incoming / outgoing mail appropriately.

To liaise and interact with other users and colleagues as and when required.

To liaise with external agencies as required.

ANALYSIS AND JUDGEMENT

To undertake personal assistant duties (specific to role).

Manage and prioritise own workload effectively.

 

PLANNING AND ORGANISATION

Extensive co-ordination of diaries for all designated personnel, co-ordinating electronic and paper diary systems accordingly.

To arrange, confirm appointments and meetings as required, making appropriate arrangements (hospitality, booking venues, equipment, travel, accommodation etc.).

Provide secretarial service to meetings including preparation and distribution of agendas and papers.

 

 

 

 

RESEARCH AND DEVELOPMENT

To assist in service audits where indicated.

RESPONSIBLE FOR PHYSICAL AND FINANCIAL RESOURCES

To be responsible for physical equipment and to ensure any cash transactions are handled in accordance with Trust policies and guidelines.

To monitor small delegated budgets.

To oversee the purchase of stationery and equipment as required.

RESPONSIBLE FOR HUMAN RESOURCES

To be a flexible, supportive member of the team.

To prepare for and attend own appraisal meetings and participate in any training programmes as requested by the Trust.

Oversee the recruitment process from advertisement to commencement.

RESPONSIBLE FOR INFORMATION RESOURCES

To maintain accurate, contemporaneous and complete records in accordance with the Trust‟s policy and guidelines for records and record keeping.

To type / word process documentation as required.

To input / retrieve data on a daily basis (specific to role).

To record information to the Electronic Staff Record, as appropriate.

 

Executive Personal Assistant