Total 77 Director/C-Level quality assurance executive job vacancies in Art / Design / Entertainment category in Malaysia

Please refer to the job description attached. If you have any questions about this position please do not hesitate to contact us.

An opportunity has arisen to join the team of Executive Assistants (EAs) who support the Executive Directors at ESHT.



The role offers a fast-paced environment and a unique perspective into the workings of the Trust. We are therefore keen to recruit dynamic, proactive and engaging members to this team – who together form the expert administrative resource that ensures our Director team have the requisite support to facilitate the smooth-running of their diaries, meetings and wider commitments/engagements.



The role will report to the Executive Assistant to the Chief Executive Officer and Chair on a day-to-day basis.

Job Overview

The following outlines the post holder’s key responsibilities (this list is not exhaustive and to the post holder will be expected to undertake other tasks):
• Complex diary management, working with internal and external colleagues to arrange meetings and appointments.
• Inbox management for the relevant Director recognising and flagging urgent correspondence and, where appropriate, responding to incoming emails.
• Developing and implementing effective systems and strategies to manage the activities and workload .
• Executive level meetings management, including a Board Sub-Committee meeting. This will include the scheduling of meetings, preparation of agenda, call for papers, taking and writing up minutes of the meeting and following up on actions.
• Working closely with the Executive Assistant Team to ensure a seamless and effective service to the wider Executive Director Team.



We are proud to provide 'Outstanding' care and be a great place to work

We provide safe, compassionate and high quality care to half a million people living or visiting East Sussex. We are one of the largest organisations in East Sussex, the only integrated provider of acute and community care in Sussex. Our extensive services are provided by 7000 + members of staff working from acute hospitals in Hastings and Eastbourne, three community hospitals in Bexhill, Rye and Uckfield, over 100 community sites and in people's own homes.

In 2020 the Care Quality Commission rated us as 'Good' overall, and 'Outstanding' for being caring and effective. The Conquest Hospital and our Community Services are rated 'Outstanding'. Eastbourne DGH rated 'Good'.

In 2020, the Trust launched its ambitious 'Building for our Future' programme. This once in a lifetime programme aims to repair, redevelop and expand our hospitals, transforming the environment in which we provide care for generations to come.

Please refer to the job description attached.



If you have any questions about this position please do not hesitate to contact us.


This advert closes on Friday 17 May 2024

Proud member of the Disability Confident employer scheme

Our client is Singapore leading player in Real Instate industry. Due to their current expansion plan, they are looking for a Executive Assistant, in hopes of developing the current high performing Secretary team. They are located in the Central area – easily accessible.

Duties of Executive Assistant:

• Manage Directors’ schedules efficiently.
• Draft various documents and maintain quality standards.
• Coordinate meetings and disseminate communications promptly.
• Plan business events involving internal and external stakeholders.
• Handle confidential strategic projects for Senior Management.
• Lead cross-divisional team projects with effective communication.
• Assist in onboarding top executives and new joiners.
• Arrange travel logistics and handle expense reporting.
• Coordinate with drivers and manage vehicle maintenance for executive transportation.

Requirements:

• Min Diploma holder in any discipline
• Min 5 years of secretarial experience to Senior Management
• Proficient in Microsoft Office

Interested candidates who wish to apply for the advertised position, please email an updated copy of your resume/cv.

We regret that only shortlisted candidate will be notified.

• Email Address: jobs@recruitpedia.sg
• EA License No: 19C9682
• EA Personnel No: R2198636 (Oh Puey Xin)

Our client is Singapore leading player in Real Instate industry. Due to their current expansion plan, they are looking for a Executive Assistant, in hopes of developing the current high performing Secretary team. They are located in the Central area – easily accessible.

Duties of Executive Assistant:

• Manage Directors’ schedules efficiently.
• Draft various documents and maintain quality standards.
• Coordinate meetings and disseminate communications promptly.
• Plan business events involving internal and external stakeholders.
• Handle confidential strategic projects for Senior Management.
• Lead cross-divisional team projects with effective communication.
• Assist in onboarding top executives and new joiners.
• Arrange travel logistics and handle expense reporting.
• Coordinate with drivers and manage vehicle maintenance for executive transportation.

Requirements:

• Min Diploma holder in any discipline
• Min 5 years of secretarial experience to Senior Management
• Proficient in Microsoft Office

Interested candidates who wish to apply for the advertised position, please email an updated copy of your resume/cv.

We regret that only shortlisted candidate will be notified.

• Email Address: jobs@recruitpedia.sg
• EA License No: 19C9682
• EA Personnel No: R2198636 (Oh Puey Xin)

Job Title: Executive Assistant to Regional Director East Asia

Pay Band: 6 / G

Contract Type: Indefinite

Department: East Asia Directorate

Location where the role could be based: Singapore (Hybrid)

Role Purpose:

This role provides critical executive assistance and support to the Regional Director (RD) and the Regional Executive Team (RET) in East Asia, making sure the regional office runs smoothly and effectively, enabling the regional leadership to focus on areas that directly contribute with the delivery of our cultural relations objectives.

The role involves working closely with the RD, the RET and Country Directors (CDs), engaging with colleagues in teams right across the organisation as well as occasionally with senior external stakeholders, as and when necessary, to ensure regional operations run with maximum efficiency and to a high quality.

The post holder will be part of the regional team in East Asia. The role is predominantly office-based at the British Council’s Napier Road office in Singapore, which is also the regional headquarters. It will provide direct support to the RD and RET colleagues based at this location. It is a pressured, interesting and varied environment to work in, driving and responding to external and internal situations, and requires the postholder to be able to work flexibly, manage a high volume of work, be comfortable with ambiguity, and hold the highest degree of confidentiality and integrity. It is a busy office which engages with our work and our people at every level. Working in it offers the opportunity to get close to key developments and gain exposure to different forums, as part of a team which is helping to build the wider profile and reputation of the organisation.

Main accountabilities but not limited to the following:

Logistical support and problem solving

• Develop clear and efficient processes/systems to support the provision of high quality and prompt support to the RD and RET, making sure they are all aligned with our corporate procedures and regulations.

• Manage the diary and commitments for the RD to ensure their time is appropriately prioritised and effectively allocated.

• Organise travel plans, in line with the RD’s priorities, covering the end-to-end process, including travel bookings, accommodation arrangements, visa processing, briefing documents as well as cover arrangements during their absence, directly liaising with internal and external colleagues as necessary.

• Provide logistical support to RET members (including arranging flight bookings, visas and accommodation), and preparing travel packs.

• Arrange the RD’s physical/virtual meetings with internal/external stakeholders, including booking rooms/meeting slots, arranging catering, IT support, guests management, local transport etc. This includes ensuring the RD has full information, including briefing and speaking notes for all events and meetings.

• Manage the RD’s correspondence as necessary.

Operations

• Manage administrative and governance processes impacting the RD office, making sure they are undertaken to a high quality, including the approval of delegated authorities, Board of Directors updates across the different East Asia entities, induction of new RET members and CDs and other colleagues, as required.

• Assist with external and internal communications, working closely with the RD, the Regional Head of Communications and Head of Internal Communications. This includes updating information on internal and external websites and portals (such as the Regional website, Teams and SharePoint sites).

• Records management: ensure key correspondence and documentation kept by the RD/RET is filed, archived, or deleted/shredded as appropriate. Ensure stakeholder engagement records and tracking of meetings are overseen and updated on relevant systems/sites.

• Participate and contribute, as required, to support implementation of corporate change projects, including (but not limited to) Transformation.

Relationship and Stakeholder Management

• Build good relationships across the regional team and key external suppliers and service providers, making sure appropriate and efficient support is provided to any regionally-led initiative initiated by the RD/RET.

• Develop understanding of the wider context of the British Council’s work and priorities to ensure smooth and efficient management of the diary and the flow of information, briefs and correspondence.

• Provide consistent cover or ad-hoc support within the RET where necessary.

Financial management

• Manage the collation, validation, and proper submission of the RD’s expenses, in line with corporate policy and local requirements. Keep the gifts & hospitality register updated.

• Make sure the process to make payments linked with the RD’s expenses take place timely and effectively. This might include raising purchase orders.

• Ensure that any regional policies involving the provision of equipment, IT consumables and other supplies are in place and demonstrate value for money and good cost effectiveness.

Role specific knowledge and experience

• Track record of office administration in busy, ambiguous, and complicated environments, prioritising multiple tasks and deadlines.

• Experience of high-level diary management and scheduling, with fast-moving deadlines and working under high pressure (preferably experienced with MS O365 applications)

• Proven capacity as a strong team player, willing to jump in and support other members of the team where needed, and a solutions-focused approach.

• Experience of working effectively with individuals at all levels (particularly senior leaders), both internally and externally.

• Experience of holding people to account – especially in eliciting responses

• Experience of working across multiple teams with different needs, across different time zones, and working with cross-cultural teams

• Experience of minute-taking and editing

Requirements

• The British Council systems and global processes operate in English. Written and verbal proficiency in English is required.

Conditions of Employment: Local Direct Hire

• Applications are welcomed from candidates currently in this location with a natural right to work.

• Applications are also welcomed from candidates currently based in other British Council country offices. However, please note candidates must have a natural right to work in the country, on a permanent basis, as immigration clearance and/or on-going visa support is NOT provided by the British Council for this role. Relocation support is also NOT provided.

Closing Date: Sunday, 26 May 2024 at 11:59 PM SGT (GMT+8)

Apply Now
















Executive Assistant to the Managing Director





Hickinbotham is a dynamic and diversified private group based in Adelaide.  With 70 years of family ownership and a reputation for excellence and innovation, the Groups interests include SAs largest residential building and development business, mortgage broking, spirit production and sales, and life sciences.   We are seeking an Executive Assistant  to join our high-performing team in our contemporary office near the Adelaide CBD. You will be an A player, who brings a pragmatic, can-do attitude and excellent interpersonal skills.    We value our high-energy, professional workplace and our commitment to delivering value across the Groups business units.  High performance, accountability, humility, and outstanding customer outcomes are non-negotiable aspects of our culture.   As a motivated and






... Click here to view more detail / apply for Executive Assistant to the Managing Director

Join Our Team and Shape the Future of the Medical-Aesthetics Industry!

ClearSk Healthcare Group is an international aesthetics clinic chain headquartered in Singapore, with presence in Shanghai, Hangzhou and now Kuala Lumpur. We are a reputable provider of advanced aesthetic treatments and skincare solutions. Our dedication to excellence and personalized care has made us a leader in the medical aesthetic industry. As we continue to expand our services, we are seeking an Executive Assistant to the CEO to join our team. Your role specializes in e-commerce, website programming, and digital marketing. In this pivotal role, you will work closely with our CEO to drive digital initiatives and contribute to the growth of our company.

Job Summary: ClearSk Healthcare is a skilled and dynamic individual to join our team as an Executive Assistant to the CEO, specializing in e-commerce, website programming, and digital marketing within the medical aesthetics sector. This role is crucial to ensuring the smooth operation of executive responsibilities while actively contributing to our digital strategies. Selected candidates will have the unique opportunity to participate in a 3-4 months Management Trainee Program in SG, KL, or Shanghai, gaining hands-on experience in the aesthetic medical sector.

Management Trainee Program:

Selected candidates without sufficient frontline experience in the aesthetic medical sector will undergo a tailored 3-4 months Management Trainee Program in SG, KL, or Shanghai. The program includes transitional roles in frontline positions (front desk executive or customer service consultant) and HQ roles focusing on procurement, inventory flow control, and resource deployment planning.

Responsibilities:

• Collaborate with the CEO to develop and execute e-commerce strategies.
• Develop, manage, and optimize ads and social media content across various platforms in different languages, including Google, Facebook, Instagram, Xiao Hong Shu, and WeChat.
• Plan, execute, and manage Google SEM and SEO campaigns, including Youtube and various digital platforms, to incorporate Paid Media and Web Analytics.
• Leverage excellent communication skills to engage potential customers, turning inquiries into appointments or sales.
• Drive the implementation of omnichannel marketing strategies, enhancing customer interaction and service.
• Stay on the cutting edge by continuously learning and integrating new technologies, such as ChatGPT, into our marketing strategies.
• Work closely with in-house marketing and sales team to drive sales events, in-house marketing campaigns, and customers reviews.
• Assist in planning, organizing, and executing online sales events.
• Project manage in the development of new eshops.
• Set standards, systems, and best practices for new product listings, content creation, distribution, and maintenance.
• Provide direct executive support to the CEO in daily tasks and strategic initiatives.
• Act as a liaison between the CEO and internal/external stakeholders.
• Ensure seamless coordination and follow-up on action items.
• Provide comprehensive support to the CEO in varied tasks.
• Monitor industry trends and competitor activities to identify growth opportunities.

Qualifications and Requirements:

• Bachelor's degree in Marketing, E commerce, Business or any related field. Applications from recent graduates are highly encouraged.
• Overall, at least 2 years of prior B2C experience in similar role is required. At least 2-4 years of experience in digital marketing and Google Digital Ads, SEO, and SEM, ideally in the healthcare or aesthetics industry.
• Expert in digital marketing platforms (e.g. Google Analytics, Adobe Analytics, Google Tag Manager, Adobe Launch).
• Has general understanding of woo-commerce in terms of maintenance, launch, shop construction and admin system.
• Exceptional communication skills and fluent in both Eng and Chin, able to cater to English-speaking & PRC customers.
• Experience with omnichannel marketing.
• A willingness to learn and incorporate new technologies.
• Superior organizational and time management skills, and the ability to efficiently manage multiple priorities and being able to work well with ambiguity in a fast-paced, dynamic environment.
• Demonstrated maturity, integrity, results-oriented and being able to work independently as well as being an effective team player
• Proven leadership skills and the ability to exercise sound independent judgement
• High attention to detail and accuracy; ability to think strategically in a dynamic, fast-paced environment
• Possess a high sense of responsibility, accountability, and commitment with the ability to work under pressure

Application process:

Should you wish to be considered for shortlisting, please complete the attached Google Form at the link below prior to submitting your application on MyCareersFuture:

https://forms.gle/hRJVt819mXFCyWXp8

Please be advised that only candidates who have completed the form and are subsequently shortlisted will be notified.

A leading Education Organisation in Oxford with parking is looking for an experienced Executive Assistant for the Director with experience of board level support to provide high quality administrative and secretarial support to the Director and his varied responsibilities. You need to be discreet and maintain high standards of confidentiality be a tactful and adaptable person with a proactive attitude working in a supportive and close-knit team. Ability to react positively to any issues and attention to detail It is essential along with excellent English, Grammar and communication skills.

Main Responsibilities:

Full diary management, ensuring coordination of office, academic and personal commitments using Microsoft Outlook to assist with different time zones as well as a paper diary.

Ensuring the Director is briefed as required and has relevant papers for all meetings.

Organising the Director's travel including visas, liaising with contacts overseas and preparing a comprehensive travel itinerary.

Attending meetings as required and assisting with special events.

Working in conjunction with other members of staff in the Director's Office.

Dealing with the Director's correspondence (post and emails) and dealing with calls to the Director's Office.

The role involves undertaking general secretarial and administration duties which includes typing and drafting all correspondence, cutting and pasting articles, photocopying and binding reports, screening calls, filing, preparing teas and coffees for visitors along with arranging international travel (when possible) and liaising with international contacts so you need to be globally aware of different times and cultures.

The hours are 9.00am - 5.30pm Monday to Friday office based and this is not hybrid and the position also includes working some extra hours for odd evening events plus one Saturday per month, but these extra hours are paid at time and half or taken in Liu. The organisation offers a competitive salary of £33 - £38k, 27 days holidays, contributory pension scheme, parking and a free lunch.

A Vacancy at Central and North West London NHS Foundation Trust.


Brent Integrated Care Partnership has a number of exciting opportunities available, supporting the borough based partnership to deliver its objectives in a changing and evolving health and care landscape. We have 11 roles available, hosted by CNWL but working as part of a wider partnership of health and care organisations in Brent.

About the Roles

Most of the roles available are being advertised on a permanent basis, but others are being advertised on a fixed term 12-month basis, due to changing needs within the organisation over time. The current roles are available on trac jobs are below with reference numbers

333-J-M-0181 - Head of Neighbourhoods and Integration – Band 8C



333-J-M-0182 - Delivery Officer x 2 - Band 5

333-J-M-0183 - Primary Care Workforce Manager - Band 7

333-J-M-0184 - Director of Systems Improvement and Delivery (band 9)

333-J-M-0185 - Programme Manager – Community Services and Long-Term Conditions (Band 8a)

333-J-M-0186 - Senior Programme Officer – Mental Health (Band 7)

333-J-M-0187 - Senior Programme Officer – Enabler Workstreams

333-J-M-0188 - Project Officer – Children’s Workstreams (Band 6)

333-J-M-0190 - Programme Officer – Mental Health Access and Demand (Band 6)

To provide accurate, effective and flexible diary management and secretarial support to the ICP Managing Director; including general administrative and secretarial support relating to the efficient running of the department



Key duties include:



· Effectively manage the work schedule, workload and brought forward system in consultation with the ICP Managing Director and regularly inform them of appointments, actions and deadlines.



· Manage and co-ordinate the ICP Managing Director’s diary ensuring efficient use of the Director’s time; arrange appointments and organise meetings and events, taking responsibility for venue and background papers and any follow up actions.



Manage mail/electronic mail invitations addressed to the ICP Managing Director and respond to items on own initiative where appropriate or delegate/escalate items for response to other CWB Leadership team members (Directors and Heads of Service)



Ensure an exemplary customer focussed reception to the ICP Managing Director’s personal and telephone callers, screen incoming telephone calls and where appropriate solve problems and queries without reference to the ICP Managing Director.



Undertake administrative / secretarial support for the Director including preparation of PowerPoint presentations, preparation of meeting agendas, minute taking, and creating and maintaining e-filing for key meetings and projects.

Brent Integrated Care Partnership (Brent ICP) brings together health and care organisations from across the borough. It aims to work collaboratively with all the health, care and wellbeing organisations that serve the community of Brent.

The partnership includes:

· Brent Council

· London North West University Healthcare NHS Trust

· Healthwatch Brent

· Central London Community Healthcare NHS Trust

· Central and North West London NHS Foundation Trust

· North West London ICB/ ICS

The ICP is dedicated to improving the health and wellbeing of residents and is committed to working with all of our diverse communities to ensure everyone’s needs are met.

We aim to place the resident at the heart of health and care services in order to tackle health inequalities together – working as equal partners and with a collective goal to improve the wellbeing of everyone in Brent.

Because we want the roles to be available to people from a range of different professional backgrounds, these roles are being advertised in CNWL and at Brent Council. The roles will be based at Brent Civic Centre in Wembley, and will involve 3 days working in the office per week, with home working available for the other days.

1. MAIN DUTIES AND RESPONSIBILITIES

Principal Accountabilities and Responsibilities:
1. Effectively manage the work schedule, workload and brought forward system in consultation with the ICP Managing Director and regularly inform them of appointments, actions and deadlines.
1. Manage and co-ordinate the ICP Managing Director’s diary ensuring efficient use of the Director’s time; arrange appointments and organise meetings and events, taking responsibility for venue and background papers and any follow up actions
1. Manage mail/electronic mail invitations addressed to the ICP Managing Director and respond to items on own initiative where appropriate or delegate/escalate items for response to other CWB Leadership team members (Directors and Heads of Service)
1. Ensure an exemplary customer focussed reception to the ICP Managing Director’s personal and telephone callers, screen incoming telephone calls and where appropriate solve problems and queries without reference to the ICP Managing Director.
1. Undertake administrative / secretarial support for the Director including preparation of PowerPoint presentations, preparation of meeting agendas, minute taking, and creating and maintaining e-filing for key meetings and projects.
1. Support managerial oversight of escalated contact in the service including complaints, Freedom of Information requests, Member Enquiries, and Subject Access Requests
1. Work collaboratively and flexibly with colleagues across Care and Wellbeing directorate, including covering for CWB EAs where required, to provide a seamless service to the CWB Directors.
1. Safeguarding is everyone's responsibility and all employees are required to act in such a way that at all times safeguards the health and well-being of children and vulnerable adults.
1. Carry out duties with due regard to the Council’s Customer Care, Equal Opportunities, Information Governance, Data Protection, Health and Safety and Emergency Planning & Awareness (including to provide assistance where available) policies and procedures and to comply with NHS policy on the same.
1. Undertake any other duties commensurate with the general level of responsibility of this post.




This advert closes on Tuesday 11 Jun 2024

Proud member of the Disability Confident employer scheme

As the Executive Assistant to the Chief People & Culture Officer (CPCO), you will be crucial in supporting an Executive Sterling Committee (ESC) member at Aristocrat. This position demands a proactive approach to managing the CPCO?s diary, optimising their time, and ensuring seamless operations across multiple time zones. Your role is pivotal in enhancing team collaboration and advancing significant projects within our People-First culture.


What You'll Do


Diary Management : Efficiently organise the CPCO's schedule, prioritising commitments to ensure optimal time use and preparing necessary materials for meetings. Reschedule appointments proactively in the event of unforeseen scheduling chall
Travel and Expenses : Coordinate travel arrangements and manage expense reconciliations meticulously.
Confidential Communication : Handle sensitive information with the utmost discretion and manage communications with appropriate urgency and privacy.
Document Preparation : Assist in crafting reports and presentations for the Board of Directors and Executive Steering Committee (ESC), reflecting Aristocrat's People
... Click here to view more detail / apply for Executive Assistant to the Chief People and Culture Officer

How to apply Griffith University has partnered with Robinson Fitzgerald in the search for this appointment.
For confidential enquiries and to request more information about the position, please contact Janine Fitzgerald via 61 (0)424 164 765 or jfitzgerald@robinsonfitzgerald.com.au or Kate Robinson via 61 (0)409 769 560 or krobinson@robinsonfitzgerald.com.au at Robinson Fitzgerald Executive Search quoting the relevant reference number RF0207 .
All applications must be submitted to  jfitzgerald@robinsonfitzgerald.com.au and krobinson@robinsonfitzgerald.com.au
Applications close on Friday 10 May 2024 at 5pm.
Institute for Biomedicine and Glycomics - Griffith's flagship investment in the future of bioscience Griffith University has a strong history of world-leading biomedical and glycomics research. We are proud of our track record of translating and commercialising discovery science towards new therapies, vaccines and diagnostics for diseases of global impact and unmet need. In 2024, Griffith is forging a transformative new chapter for biomedical research by ... Click here to view more detail / apply for Executive Director, Institute for Biomedicine and Glycomics

This is an amazing opportunity for an experienced EA/PA to bring their skills and abilities to a top tier sales team and develop their career further as an EA to the Director.
Our client is a leading commercial real estate agency who value integrity, trust and success. This is an exciting opportunity for someone with experience in a similar role that will allow you to play an integral part in a leading sales team in the south-west suburbs of Sydney.
This is a rare opportunity for an experienced, motivated and determined individual who is excited about building their career in real estate to join our leading sales team. With quality training, processes and procedures in place, this is a rare chance to further your career with the support you need to be successful.
Well-presented, you will be assisting in Sales and Administrative support, ensuring that all
... Click here to view more detail / apply for Executive Assistant to Director ? Commercial Real Estate

Executive Assistant to Director Planning and Environmental Services
About Us
Gunnedah Shire Council is an integral part of the Gunnedah community, a vibrant, warm and friendly town surrounded by the expansive Liverpool Plains and framed by the Kelvin Ranges. The Koala Capital of the world offers much more than just our famous furry friends! With a population of approximately 13,085 Gunnedah is a commodity hub and major destination on the intersection of the Kamilaroi Highway Touring Route and Oxley Highway. Here at Gunnedah Shire Council, we are committed to providing a friendly and helpful service to all stakeholders and a liveable and accessible community for all ages and demographics. Additionally, we are proud to promote economic and business development in the region.
It is important to note that we are not only invested in the people of Gunnedah, but also heavily invested in our employees and their future careers. 


... Click here to view more detail / apply for Executive Assistant to Director Planning and Environmental Services

To act as Personal Assistant to members of the Executive as required,providing the full range of secretarial and administrative support services.This will range from routine correspondence to matters of a confidential or sensitive nature.Be responsible for the day to day functioning of the office of allocatedmembers of the Executive, dealing with incoming mail, sorting,distributing/circulating as appropriate and acting on urgent matters without further advice.To provide advice and reasonable support to staff within the directorate(s) of those Executive members, enabling an efficient administrative function to best support the activity of the Executives.Draft and prepare reports on behalf of members of the Executive as required for Council of Governors, Board, Committees or other meetings.Liaise with Corporate Assurance Officers to ensure the prompt submission of reports on behalf of the allocated member(s) of the Executive.Develop and maintain systems in relation to the Executive membersbudgetary responsibility, including day-to-day activities such as preparingpaperwork and online documents requiring sign-off, to ad hoc work supporting the Executive members monitoring and review of budgetary matters.Maintain appropriate systems to ensure that annual leave, study leave,maternity leave and sick leave monitoring under the responsibility of theExecutive member(s) are correctly recorded and that Payroll are notifiedaccordingly.Prepare monthly absence monitoring reports for Human Resources as appropriate.Develop, monitor and maintain systems to ensure appropriate supervision and appraisal arrangements are in place for the direct reports of the allocated Executive member(s), including diarising meetings with appropriate frequency and registering supervision meetings on the necessary systems.As required and subject to the involvement of the allocated Executivemember(s), liaise on behalf of the Executive Director as appropriate withCorporate Affairs in relation to any relevant Freedom of Information orComplaints matters that may arise.Attend Executive-led leadership/team meetings, and other internal meetings involving the allocated Executive member(s) that do not form part of the formal SHSC governance structure, taking notes and actions and providing general support as reasonably required.Ensure that adequate stationery stocks are maintained including takingresponsibility for ordering where necessary.Manage any IT issues on behalf of allocated Executive member(s), including the ordering of repairs and new kit and the management of any updates.Use IT systems as required to fulfil the duties of the role, including Microsoft programmes, finance administration software, Board/committee software and any other systems as required.

DUTIES AND RESPONSIBILITIES Management Support Provide accurate, prompt and efficient administrative support to the Executive Director(s) and Trust Management team, which may include supporting the production of presentations / spreadsheets and reports, arrangement of meetings, liaising with senior staff in external organisations, maintaining a high level of confidentiality, sensitivity and professionalism. To support budgetary responsibilities for the Executive Director(s) including procurements and requisitions. Check expenses claims. Diary and email management for the Executive Director(s) to include appointments / meetings, and regular commitments. To assist in organising and prioritizing the workload of the Executive Director(s) as required and directed. To manage room bookings, organize travel, accommodation, catering and setting up of media equipment and preparing delegate packs for meetings. Support Committee meetings as required, support associated groups and key Trust meetings with external partners, working with the Chairs and executive leads to formulate agendas, workplans, paper review and send out, minute taking etc. Provide support to executive meetings with local partners and with NHSE. Act as an effective channel of communication between the Executive Director(s) and the rest of the organisation. Input into a variety of different systems such as Oracle, e-expenses, ESR on behalf of the Executive Director(s) and team (while abiding by Information Governance and IT Security requirements). Demonstrate office systems and department requirements to new starters. Support the Executive Director(s) with emergency planning and business continuity as required, such as managing on call rotas. To act as Loggist. To programme regular executive director site visits, maintaining the feedback reports and associated database. Communication Act as the first point of contact for the Executive Director(s), dealing with routine and specialist enquiries in a pleasant and helpful manner, communicating relevant information to stakeholders, referring to others as appropriate, maintaining an efficient message system. The post holder will be required to maintain constructive relationships with a broad range of internal and external stakeholders on behalf of the Executive Director(s), including service users and carers, Governors, clinicians and senior leaders across the Integrated Care Boards and Partnerships. Answer telephone calls, taking messages and passing on accurately and timely to the relevant person. Manage complaints calls and letters from service users, carers and the wider public, MPs and other stakeholders etc, dealing with sensitive and complex information, maintaining a calm and pleasant manner when referring the complainant to others as appropriate. Liaise internally and externally in a professional manner providing relevant and timely information. Manage confidential and sensitive information. Ensure self and other staff maintain a clear code of conduct and high standards of customer service in terms of dignity, respect and excellent customer service to all customers, internal and external. Service Development Participate in ongoing audits, research and service development as directed by line manager. Assist in relation to developing policies and procedures as directed. Knowledge & Training Maintain own professional development portfolio and participate in appropriate training programmes, including annual attendance for mandatory training. Knowledge of administrative procedures, project management or information analysis. Trained to high level on minute taking and administration of meetings. General Ensure the workload of self / team is prioritised to ensure patient safety and meet quality standards. Ensure confidential and business sensitive information is managed, retained and stored in line with Trust policy and legislation in an efficient and effective manner. Ability to work on own initiative and unsupervised and organise own workload with minimal supervision Working to tight and often changing timescales. Using set procedures, in line with legislation and policy, to undertake administrative and secretarial functions. To attend and contribute to all internal / external meetings relevant to the post. Develop and maintain databases required by job. Maintain and develop administrative and information systems and resources. Provide and organize and evaluate data as directed. Provide cover across the other administrative staff during holidays and sickness. Support training and induction of new and existing staff and participate in the recruitment process of support staff Ensure that general office supplies are ordered and maintained. Responsible for sorting all incoming post and ensure distribution to the relevant teams/individual and to ensure that all outgoing post is documented. Promote the image of the department, checking that notices and leaflets are up to date and well presented. Liaise with maintenance departments as delegated by line manager regarding buildings and general maintenance. Liaise with ICT departments as delegated by line manager regarding problems and faults with electronic equipment etc. Photocopying and word processing documents, letters, emails and minutes and reports when required. Postholder must have a standard level of keyboard skills and able to use Microsoft Office programmes etc. Operate a flexible approach to work and encourage other staff to do so; be adaptable to change and able to work as a team across the secretariat. Support Human Resources in completing relevant forms for the Chief Strategy, Improvement and Partnerships Officer, taking minutes for confidential meetings as appropriate. Undertake any other appropriate tasks as requested by line management in order to meet the needs of the service and in line with the Trust strategy.