Detailed job description and main responsibilities

To provide a full and comprehensive service to the Executive Team, covering all aspects of secretarial, administrative and organisational support. To assist in the overall development of the service to ensure it operates efficiently and effectively.

Work with other members of the team to track progress on given tasks and projects to ensure deadlines are met.

To organise and plan the workload, diary and commitments (including all travel and accommodation requirements as necessary), including the scheduling of formal and complex meetings, ensuring deadlines are achieved and flow of workload.

To source and gather all relevant information in order to prioritise workload and manage demands on the Executive diaries, based on a sound knowledge of the priorities and deadlines involved.

To facilitate effective liaison with people at all levels, both internally and externally.

To co-ordinate and facilitate meetings, including producing agendas and papers as required. Minute taking will occasionally be required. Distribution of papers as appropriate, ensuring any actions are undertaken and follow-up as required. Ensure relevant equipment is available and set up for meetings, sourcing and booking venues, organising refreshments and ensuring meetings run smoothly and efficiently.

To provide a comprehensive EA/secretarial/administrative service, including accurate note-taking, audio and copy typing, and professional presentation of a range of correspondence, reports, etc, for internal and external use, often to tight deadlines. This will include the formatting of reports and presentations using various office software programmes (e.g. Excel, Powerpoint, etc) as required.

To deal with correspondence, as directed by the Executives by drafting responses where appropriate without the need for referral. This requires a good working knowledge of the organisation and the ability, knowledge and confidence to respond to high level requests for information or advice on a range of topics and to a variety of senior level contacts and external stakeholders.

To act as the first point of contact for the Executive, ensuring that a professional image is maintained and a helpful and efficient service is provided at all times to all internal and external contacts, and in all personal dealings with colleagues and others in the course of work.

To provide a professional, supportive and helpful information and advice service as commensurate with the post.

To undertake specific pieces of work, projects or other reasonable duties, as agreed with an on behalf of the Executive.

To work proactively with a high degree of autonomy and own initiative, planning and prioritising own work effectively, with excellent time management skills to ensure work is completed in a timely way.

To assist in the administration of staffing related matters as appropriate within the Directorate, including recruitment processes, completion of returns, annual leave, co-ordination of staff meetings, arrangements of appraisal meetings for staff reporting to the Executive.