EXECUTIVE PERSONAL ASSISTANT

1. JOB DETAILS:

Location: Hospiscare, Dryden Road, Exeter

Accountable to: Chief Executive

2. JOB PURPOSE:

To maximise the effectiveness of senior executives by providing high level administrative, secretarial and personal assistance to the Chief Executive, Director of Income Generation and Director of Finance.

To provide high level administrative support to the Chairman and the Board of Trustees; arranging, co-ordinating, recording meetings and following up on required actions.

3. ORGANISATIONAL CHART:

Board of Trustees

Chief Executive

Executive PA

4. KEY RESULT AREAS/PRINCIPLE DUTIES AND RESPONSIBILITIES:

Executive PA Duties

To provide secretarial and administrative assistance to senior executives. The post holder is required to anticipate executives’ requirements and the post holder must use own initiative to meet them. This requires ability to assess situations independently and make appropriate decisions on own initiative.

To manage the diaries and co-ordinate appointments for CEO and two

directors. This involves the post-holder accessing their diaries remotely and using own judgement to make or confirm appointments. The post-holder is responsible for making subsequent arrangement for meetings and updating diaries.

To plan and co-ordinate meetings and/or conferences for CEO and directors and for the Board of Trustees. This will include developing working relationships with external agencies and senior personnel.

To ensure that the CEO and directors’ visitors are met and greeted in a professional and friendly manner and that parking is arranged as appropriate.

To make the necessary arrangements for meetings including room booking, hospitality, audio/visual support, arranging for meetings to be recorded, checking minutes and following up outcomes and actions.

To make travel arrangements, planning itineraries and organising hotel accommodation, using professional judgement to negotiate cost.

To be responsible for ensuring the agendas and papers are produced for Board meetings and distributed within agreed timetables. This will include alerting senior staff to deadlines and chasing diplomatically.

To be responsible for ensuring the following meetings are serviced:

Board of Trustees Senior Management Team Finance Committee Audit, Risk & Corporate Governance Committee Nominations Committee Remuneration Committee Income Generation Managers (minute taking not needed but needs to be

managed by PA) IT Strategy steering group Shops Board

This list is not exhaustive and may be altered from time to time.

To prepare draft agendas, bringing forward issues from previous meetings and circulation of agendas and all relevant reports and papers, taking minutes, drafting minutes, circulating minutes.

To make arrangements for and taking minutes at ad-hoc regional meetings hosted by Hospiscare e.g. South West Finance Directors meetings.

To take responsibility for managing correspondence and email, including originating correspondence and emails at own initiative on behalf of CEO and Directors.

To be the first point of contact for phone or face to face enquiries, using professional judgement to organise or manage the issues that arise.

To be responsible for drafting and circulating Team Briefing following SMT meetings.

To produce PowerPoint presentations, be able to set up and assist other staff in doing so.

To maintain the organisational Risk Register using Excel.

Responsible for producing Trustee Pack and keeping it up-to-date.

Responsible for managing Trustee Induction Programme.

Responsible for maintaining Trustee Conflict of Interest Register.

Responsible for arranging inductions for senior external colleagues.

Responsible for supporting Trustees in their ambassadorial activities including providing them with all necessary information/resources.

Responsible for developing and maintaining appropriate filing systems.

To be responsible for organising the post-opening rotas and to train junior staff to open and distribute post in accordance with Hospiscare policy.

To provide ad-hoc secretarial assistance to the Chairman of the Board of Trustees.

To provide ad-hoc secretarial cover for the healthcare secretarial team.

To be responsible for efficient outgoing post including monitoring and re-crediting the franking machine and training junior staff to use the franking machine.

To proof read Hospiscare leaflets, newsletters and publications for the Communications Officer and directors as necessary.

Other

Any other tasks as may be compatible with this post.

PERSON SPECIFICATION

ATTRIBUTES ESSENTIAL DESIRABLE

Qualifications, Educated to A level standard Knowledge of Microsoft

special training andgeneral intelligence

Evidence of continued learning and development

Typing qualification to minimum R.S.A. III Good knowledge of Microsoft office products, Word, Powerpoint, Excel

Publisher

Knowledge and skills

Word processing, mail merge, Powerpoint presentations, able to use Excel Use of email and management of

director’s email accounts Diary management Audio typing Ability to take accurate and succinct minutes Ability to proof read Arranging meetings Arranging itineraries, booking

transport, accommodation Ability to communicate effectively and

professionally, by email, written correspondence and verbally

Excellent telephone manner

Shorthand

Experience Previous experience working at a senior PA level

Experience of preparing Board and, or committee papers/packs

Experience of taking minutes at Board/committee meetings

Evidence of anticipating Director’s/Board requirements and taking initiative to meet them

Experience of working in a healthcare environment

Experience of co-ordinating the work of volunteers

Personal requirements

Absolute discretion and confidentiality Diplomatic approach Comfortable and confident liaising with senior executives and trustees Ability and willingness to manage own

workload and act on own initiative Commitment to Hospiscare’s values Reliable and trustworthy Ability to remain calm under pressure

and cope with the demands of the role

Job Description and Person Specification Agreement

The above job description is not intended to be an exhaustive list of the duties the post holder may undertake and will be subject to review.

Post Holders Signature: Date:

Managers Signature: Date: