Job Ref: 215812177

Date: 2022-02-14 18:01:31

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Executive Assistant to Chief Financial Officer

The post holder will provide a confidential administrative and secretarial support service, primarily assigned to the Chief Financial Officer to enable them to perform effectively within a challenging and complex regulated environment.

Location: Aylesbury (Hybrid Working)

Job Type: Temporary

Duration of booking: Expected to last 3 – 6 months with a possible extension

Proposed start date: Asap

Sector: Healthcare

Working Days and Hours: Monday – Friday, 9am-5pm 37.5 hours per week

Band: 5

Pay Rates: £14.00-£15.50 paye inclusive of holiday pay per hour or £14.50-£16.50 umbrella per hour – depending on skill and experience

Main Duties and Responsibilities

* Typing, transcription and distribution of correspondence, reports, and documents

* Taking minutes at meetings

* Provide a comprehensive and professional Executive PA service, removing unnecessary demands and pressures from the Executive Team member

* Act as first point of contact, dealing with enquiries or issues in a professional manner, with diplomacy and expertise

* Complex diary management, using judgement when dealing with the scheduling and rescheduling of appointments and meetings, to ensure most effective use of Director’s time, and effective forward planning for annual schedule of meetings

* Liaise with colleagues on actions required by/for the Director, and progress chase as necessary to ensure that deadlines are achieved

* Manage an accurate Bring Forward system for meeting papers and pending items

* Monitor and manage incoming emails and post/documents. Take appropriate and timely action wherever possible or alert Director/allocate to other colleagues, as appropriate

* Provide administrative and secretariat support to meetings chaired by the Director, or where the Director is executive lead, drafting agendas, minute taking and production, undertaking effective forward planning, and the follow up of actions

* Arrange and coordinate internal/external meetings and events, travel and accommodation, as required

* Use initiative to work accurately under pressure, prioritising own workload in order to meet strict deadlines

* Undertake ad hoc project work as required, researching issues and preparing summaries/reports

* Ensure an effective filing, retrieval and archiving system for papers, data and associated documentation

* Coordination of recruitment and HR activities, documentation and data entry, as appropriate, on behalf of Director

* Support expense submissions, and procurement related matters, in line with any pre-determined delegated authority level as may be deemed appropriate to the role

* Work collaboratively with the Executive Support Team Supervisor and other Executive PAs to ensure that resources are used flexibly to meet demand, including appropriate office cover and the provision of assistance in times of particular pressure in any area

Qualifications, Skills and Experience

* Demonstrable experience of minuting executive level meetings and transcribing to a high professional standard

* Proactive and self- motivated and a completer/finisher

* Exceptional attention to detail whilst working at pace

* Highly literate, with excellent written communication skills

* Good all round ICT knowledge, including daily use of Microsoft Office suite, Portable Document Format (.pdf) creation software, eg Adobe Acrobat and file sharing software, eg ShareFile

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