Part Time Executive PA Assistant- Esher (Hybrid Working) (22.5-30 hours per week)
Executive Support
Provide administrative and secretarial support to a Director(s)/Directorate and nominated Trustee Committee(s).
Ensure the smooth running of diary and email.
Support and deputise for the Senior Executive Assistant if required.
Provide cover for other members of the executive support team as required.
As part of the team act as a central point of contact, liaising with Trustees, Committee Advisory Members, colleagues and external organisations, coordinating with other teams/departments to achieve the appropriate resolution of queries promptly and effectively.
Co-ordinate reports and/or briefing documents liaising with SLT Directors or their teams to obtain the required information.
Board and committee support
Forward scheduling of nominated Trustee committee meetings and the coordination and preparation of agendas, papers, and reports for each meeting, liaising with the Chair of the meeting and Director.
Produce accurate and concise minutes of committee meetings and circulate after agreement by the chair of the meeting.
Ensure that meeting action points are proactively followed up, including updating committee risk registers.
Support the smooth running of the recruitment, induction and training process for Trustees and Committee Advisory Members.
Provide administrative support to nominated internal governance committees e.g. Policy Committee, Health & Safety Committee and other meetings as required by a Director.
Administration
Assist in maintaining electronic and paper filing systems for SLT, the Board and committee papers are maintained, and that information is accessible and kept in accordance good governance practice and Record Management Policy.
Assist in maintaining the relevant information Hubs on SharePoint and the complaints register.
Research
Source information, as requested, from multiple sources including the internet
Read, interpret and summarise reports/documents
Assist in the preparation of presentations and reports, ensuring that these are compiled in a timely fashion
Independently draft reports/documents and correspondence
Proof- read reports and correspondence
Flexibility to cover for reception when required
Personal Specification
Qualifications and Training
Good standard of literacy and numeracy – minimum Grade C in GCSE English and Maths, or equivalent
Administrative/Secretarial qualifications e.g. Diploma in Business Administration or equivalent
Work background and experience
Experience of providing administrative support at committee and senior executive level
Experience of attending and supporting leadership meetings
Experience of taking and producing accurate, concise and timely minutes
Experience of working unsupervised
Experience of dealing with confidential information