CEO Diary Manager and Assistant Business Manager

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•Co-ordinate and plan the Chief Executive’s activities and resolve complex and conflicting commitments on a daily basis.
• Anticipate diary pressures and take appropriate action to ensure smooth running and effectiveness.
• Participate in regular catch up meetings with the Chief Executive, Head of Private Office and CEO Business Manager.
• Support the CEO Business Manager to arrange meetings and appointments via the calendar system with both internal and external contacts. This will include liaison at the highest levels with the Palace, Government, public, private, health and academic institutions and organisations.
• Support, plan and co-ordinate diary events such as Royal, Ministerial and other high level visits/Board and other away days, meetings and conferences.
• Identify suitable venues on or off site, depending on the number of delegates, security considerations, room layout, hospitality and audio visual requirements.
• Organise international and national travel and accommodation arrangements for the Chief Executive and accompanying colleagues.
• Deal with invitations received by email, post and telephone to ensure the Trust is appropriately represented at meetings and events in the short, medium and longer term.
• Support and record movement of in-coming and out-going correspondence, ensuring actions are taken and tasks completed.
• Support with correspondence to the Chief Executive, selecting and responding to mail that does not require the Chief Executive’s personal attention, as well as distributing correspondence to Executive Directors and senior managers for appropriate action.
• Prepare acknowledgement letters and responses to complimentary letters and emails, including replies under own signature.
• Support to determine the appropriate handling for incoming and outcoming communication by exercising the highest levels of skill and judgement.
• Receive and provide information of a highly complex, very sensitive or contentious nature in a strictly confidential and professional manner, monitoring progress of follow-up action to ensure responses are made on time and that completion is satisfactory.
• Support the overall delivery of the Chief Executive’s office, providing the initial point of contact.
• Develop and maintain effective office systems.
• Set up and maintain a working system to ensure all relevant paperwork and information is available when required and ensure the Chief Executive is fully briefed with appropriate documentation when attending Trust and external meetings/functions.
• Produce daily diary packs for all appointments with associated briefings, ensuring that visits, events and meetings are well planned and prepared for in conjunction with colleagues.
• Undertake confidential tasks for the Chief Executive, commensurate with the level of the role.
• Oversee the use of meeting and office facilities in the Chief Executive’s two suites of offices.
• Specify, select and manage procurement and maintenance of appropriate office equipment and consumables.
• Monitor readings for the photocopier and order regular supplies of paper, toner and staples. Action any mechanical problems.
• Raise purchase orders for companies and individuals undertaking professional work for the Trust. Match background information and invoices to appropriate procurement requisitions and authorise processing of submission.
• Organise Executive Director/appropriate cover for the Chief Executive when unable to attend meetings (i.e. Advisory Appointment Committee etc.).
• Support projects through the development and tracking of plans and action logs.
• Keep an accurate record of Executive Directors staff annual leave, sickness and other leave requirements and ensure electronic monthly manpower returns are completed in a timely manner.
• Update WIRED for compliance with mandatory training for Chief Executive’s office staff and direct reports, including recording PDR scores via the HR Portal.
• Process the Chief Executive’s expense claims for signature and payment.
• Act as mentor to other personal assistants to Executive Directors and offer advice and support as required.
• Screen incoming telephone calls for the Chief Executive, dealing them personally or directing them to the appropriate contact as necessary.
• Handling initial telephone contacts from patients, complainants, staff and members of the public which may be of both a highly confidential and potentially distressing nature.
• Deal with and respond to all initial and routine enquiries from various sources, particularly Department of Health and Social Care, Commissioners, Members of Parliament and other NHS trusts.
• Maintain up to date, accurate and comprehensive details for the Chief Executive’s contacts within and beyond the Trust.
• Meet and greet visitors to the department in a friendly, empathetic and professional manner appropriate to the wide range of visitors from patients’ relatives to Government Ministers and members of the Royal Family.
• Regularly review selected web-based information resources, downloading documents or articles as required by the Chief Executive.
• Support in reviewing all incoming emails to the Chief Executive via the external website and deal with appropriately.
• Progress monitoring and expediting issues of all kinds on behalf of the Chief Executive.