Diary & Administrative Officer
Job Description
Job summary
In this busy and exciting role, you will be responsible for providing first class diary and administrative support to the Chief Executive to help them achieve theirs, and the organisations priorities.
This role will require a keen eye for detail, agility for fast changing needs and high delivery standards.
The role reports to the Business Manager to the Chair and CEO and has a dotted reporting line to the CEO, who you will work closely with.
Main duties of the job
This is a new and busy role, ready for someone to take on and make their own.
As a Diary & Administrative Officer you will:
- Be responsible for the day-to-day diary for the CEO, including arranging and changing appointments, responding promptly to urgent and changing priorities as needed.
- Ensure the CEO has the relevant papers and briefings prior to meetings
- Co-ordinate and book all travel (within the UK and some international) and accommodation arrangements as well as booking meeting rooms as necessary.
- Act as the initial point of contact for external stakeholders, developing and maintaining relationships to support the organisation.
- Work in collaboration with the Chair and Chief Executives Business Manager to support the Chief Executive with wider administrative tasks (including some ad hoc admin support to the Chair as needed).
About us
The NHS Confederation is committed to promoting a diverse and inclusive environment for our staff. A place where we can all be ourselves and succeed on merit. We offer a range of inclusive employment policies including family friendly policies and flexible working and we have range of channels to support staff from different backgrounds including our staff networks and a staff forum.
The NHS Confederation is committed to being a flexible employer. We understand the value and benefit to our employees being able to work flexibly and our agile working principles are designed to empower our people to work with optimal flexibility and minimal constraints to support a work life balance and take care of employee health and wellbeing.
You will receive an excellent benefits package, including 30 days annual leave (plus bank holidays), pension scheme, cycle to work scheme, salary sacrifice schemes and travel season ticket loans.
Job responsibilities
Diary Management
- Being responsible for the day-to-day diary for the CEO, including arranging and changing appointments, prioritising these as appropriate.
- Responding promptly to urgent and changing priorities as needed, quickly communicating to wider teams as necessary.
- Exercise judgment and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, being conscious of business priorities.
- Develop a high level of understanding of key stakeholders and business priorities to ensure effective and efficient use of the CEOs time.
- Ensuring key colleagues in the wider organisation are informed of upcoming stakeholder meetings as appropriate.
- Ensure the Chief Executive receives relevant papers and briefings in a timely manner, so that they have sufficient time to absorb the content and provide any feedback prior to their meetings.
- Co-ordinating and booking all travel (within the UK and some international) and accommodation arrangements as well as booking meeting rooms as necessary.
- Act as the initial point of contact for external stakeholders, handling all queries and passing on relevant information to appropriate team members sensitively and autonomously.
- Support the CEO with a small number of ad hoc and personal tasks associated with this grade role.
- Supporting the Chair and CEOs office with expenses, meeting room bookings and other ad hoc support Be responsible for meeting hospitality when in person at our London office
- Undertake general administrative tasks including printing, photocopying, scanning, and maintaining hard and soft filing systems - ensuring information is secure and accessible to other team members in line with GDPR standards.
- Ensure that the CEOs Outlook contacts and the organisations CRM are current and update as necessary.
- Be open to continually improving practise within the Chair and CEOs office.
- To make suggestions and help develop and implement changes to existing or new processes in order to support the effective running of the CEOs office and across the organisation.
- Other administrative tasks on occasion and in line with the role and responsibilities, experience and grade.
- Work in collaboration with the Business Manager and Senior Adviser to ensure the smooth running of the CEOs day to day schedule to meet and deliver business priorities.
- Develop and maintain effective relationships with external stakeholders (including very senior leaders) and colleagues to support the organisation.
- Work collaboratively with colleagues and other PAs across the organisation to provide an effective and resilient support service to the Confederations senior leadership.
- Working flexibly to cover leave where necessary.
- Work with the Business Manager to provide ad hoc support to the Chair as needed.
- Maintain a high degree of confidentiality, professionalism, and personal integrity.
Person Specification
Experience
Essential
- Demonstrable experience of running a diary for a busy Chief Executive or Senior Leader
- Excellent communication and interpersonal skills.
- Able to demonstrate excellent organisation and time management skills with the ability to juggle conflicting demands and to work at pace, often to tight deadlines and under pressure.
- Able to promote an inclusive working environment, promoting diversity and inclusion through all aspects of the role.
- Excellent IT skills and experience of key Microsoft packages including Outlook, Word, Excel and PowerPoint effectively.
Desirable
- A good understanding of the NHS structure, key bodies and senior stakeholders within government departments
- A responsive, flexible attitude with the ability to use own intuition and initiative to manage demanding priorities often in a fast-moving environment.
- Demonstrable experience of developing and maintaining senior stakeholder relationships.
- Able to work with a large degree of autonomy and the ability and confidence to make decisions.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details
Employer name
NHS Confederation
Address
18 Smith Square
Westminster
London
London
SW1P 3HP
