Administrator - Flexible Working Available

The Executive Assistant role is dynamic position providing day to day support to the CEO, COO and Director of Clinical Services (and other senior staff where required).

The post holder will be a flexible, enthusiastic and process driven self-starter who works well in a fast paced, growing team. The successful candidate will have a professional and confidential approach to their work ensuring that the executive team runs smoothly and effectively. 

The post holder will proactively develop and implement effective systems and processes and review them to ensure continuous improvement and responsiveness to business needs. 

The post holder will be highly organised and proactive, with the ability to work both independently and as part of a team, and to manage and prioritise a varied and busy workload. The post requires a positive and hands on attitude and approach; with a high degree of empathy, influencing and interpersonal skills. 

SCOPE AND RANGE OF THE POST 

• To pro‐actively manage and effectively run the business operations of the senior team
• To ensure all public and client contact with the senior team is of the highest professional standard. 
• Inbox management for the senior team when requested  Undertake specific projects for the senior team
• Booking of meetings involving internal and external staff Opening post and redirecting as appropriate
• Diary management
• To ensure forward planning and monitoring progress of actions to ensure deadlines are met
• The post holder will be responsible for the implementation of local policies and procedures within the team, ensuring these are kept up‐to‐date
• Communicate important policy issues to stakeholders as required CEO diary management
• Scheduling meetings for the senior team Answering incoming calls, taking messages, redirecting calls
• Dealing with email enquiries 
• Taking minutes Booking travel, accommodation, events etc 
• Uploading and organising documents on Sharepoint
• Uploading and organising documents on Orri’s HR platform Assisting the CEO and Director of Clinical Services with administration in relation to interviews, new starters and leavers 
• Organising team events, social events etc
• General office mgmt. e.g. ordering office supplies, maintaining printers, contacting IT about any issues 
• Data entry or ad hoc administration tasks that arise from time to time
   

MAIN DUTIES AND RESPONSIBILITIES 

The post-holder will be responsible for: 

Managerial 

• The management of their own workload. Identifying and responding to the needs of the team effectively and responsively. 
• Be familiar with and ensure implementation of all local, regional and national policies, procedures and guidelines pertinent to all staff within area of responsibility and comply with the contents in the pursuit of the highest standards of care.

Professional: 

• Demonstrate and work with excellent attention to detail
• Possess strong communication skills
• Have an excellent standard of computer literacy
• Have experience of improvement and implementing systems and processes
• Have an active interest in problem solving and resolving inefficiencies
• Works with can do and approachable attitude 
• Experience of working in a small fast paced business (preferred but not essential)
• Be organised and process driven 
• Have a legal right to work in the UK

SYSTEMS 

• The post holder will develop and ensure utilisation of systems for efficient operation of the team: 
• Dairy management 
• Paper based and electronic documentation systems 
• Email 
• Local database 

COMMUNICATIONS AND RELATIONSHIPS 

• The post holder will require excellent verbal and written communication skills.
• The post holder will communicate with service users/carers and other health/social care professions and voluntary care providers
• The post holder will be required to communicate sensitive information on a frequent basis and manage potential interpersonal conflict
• The post holder will be expected to attend a variety of meetings to support effective communications
• To take an active role using interpersonal skills in establishing and maintaining relationships through day-to-day team building, promoting staff morale. 
• The post holder will at times need to defuse potentially highly charged situations e.g. where clients or carers may express heightened level of emotion

PHYSICAL, MENTAL, EMOTIONAL, ENVIRONMENTAL DEMANDS 

Physical Skills 

• Keyboard
• De-escalation of aggression
• Using equipment.

Physical Effort 

• Combination of walking, sitting, standing, stair climbing 

Mental Effort 

• Working on own initiative in the field with a significant degree of autonomy in terms of clinical/practice decision-making. 
• Effectively managing time in the face of competing priorities. 

Emotional Demands 

• Communicating with distressed/anxious service users/carers
• Be privy to sensitive issues such as safeguarding, relationship problems, family conflict etc. and facilitating helpful useful supports.
• Managing acute psychiatric crisis
• Supporting colleagues, users/carers post incident

Environmental factors

• Potential for exposure of body fluids
• Exposure to verbal and physical aggression
   

MOST CHALLENGING/DIFFICULT PARTS OF THE JOB 

• Effectively balancing the demands of role with effective delivery of high-quality care. 

KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED 

• Previous experience working alongside a senior team, healthcare setting would be preferable but not essential
• Highly developed communication and negotiation skills