Executive Support Officer - (Chair's Office)
Job title: Executive Support Officer - (Chair's Office)
Salary: GBP32k per annum plus excellent benefits, including: flexi-time working hours, 25 days holiday and a car loan
Reporting to: Head of Office Support and Administration
Main purpose of the role:
An exciting opportunity has arisen for an experienced Executive Support Officer to join the UK's largest and most prestigious health Royal Membership body based in Central London. We are seeking an experienced and dynamic Executive Officer to provide a high level business and administrative support to the elected Officers of this prestigious organisation on their external engagement with stakeholders, including management of their corporate calendar, briefings, presentations and events. There will also be a need to cover the duties of the Executive Assistant to the Chair of Council when they are absent.
- Forward planning of key all-officer engagements and business meetings, management of briefing requests, provision of weekly summaries of external engagements to Officers and the Executive Management Team;
- Stakeholder management so officers and the Executive Management Team have up to date information on key stakeholders and can draw on this for high level events and meetings;
- Management of Officer events including development of the overall programme of dinners and receptions, responsibility for the organisation of the Dinners hosted by the Chair of council and support for major events such as the annual Summer Reception;
- To support the Head of Officer Support and Administration on the development of the Corporate Calendar and co-ordinate the colleges corporate forward diary-planning;
- To support the Head of Officer Support and Administration on budget and resource planning.
- To deputise for the EA to the Chair of Council when her EA is absent.
Key Result Areas:
- Management and co-ordination of Officer briefings for external engagements making sure progress is tracked, and producing a weekly note for EMT which provides an overview of Officer engagements for the current and following week, gives assurance that briefings for high priority meetings are in hand and summarises key messages/actions from the previous week's business;
- Co-ordinate all forward diary planning for key meetings e.g. BMA GPC, liaison with DCs for attendance at council meetings, New Member Ceremonies, attendance at Faculty events;
- Overall co-ordination and monitoring of Officer external engagement invites, making sure these are allocated to the appropriate officer or College Representative, and that progress is tracked so all requests receive a response in good time;
- Preparation of agendas for the weekly Officer breakfast business meeting maintaining the action log, tracking progress and chasing-up issues, carrying out further research as requested;
- Development and maintenance of external stakeholder information so there is up to date information for Officers, senior managers and other teams in RCGP to draw on for the organisation of high level events and meetings;
- Supporting the management of events, co-ordination of all Dinner engagements and receptions, organisation of all formal Dinners hosted by the Chair and support for large events such as the annual Summer Reception and President's formal Dinners;
- Supporting Head of Officer Support and Administration on development of the College Corporate Calendar that will provide a comprehensive list of key meetings involving officers and other major College events and meetings;
- Secretariat of the quarterly colleges liaison meetings - this involves the organisation and minute-taking for two meetings per year and liaison with the BMA GPC Secretariat who lead on the remaining two - there may be other ad-hoc meetings requiring committee secretariat functions;
- Monitoring all officer spend and maintenance of the budget spreadsheets, processing invoices, raising POs and preparation of monthly analysis of spend;
- Drafting non-standard correspondence, briefings and presentations that are not provided by other College teams (e.g. subjects not covered by CIRC/policy teams) and taking minutes/action notes as requested by Officers;
- Specific projects commissioned by Officers e.g. use of geo-mapping tools to present officer coverage of external engagements, areas of interest not covered by other College teams;
- To substitute for other team members, in particular EA to the Chair of Council when they are absent.
Knowledge and Experience Required:
- Degree level or equivalent experience.
- Intermediate knowledge of Microsoft Outlook, Word, Access, Excel and PowerPoint.
- Significant experience of providing high level EA and/or administrative support to senior staff at Chief Executive Officer level or equivalent including the ability to manage e-mails and correspondence.
- Experience of managing diaries, or project management in particular the ability to manage very busy and ever-changing meeting or project schedules, and working in a fast moving environment.
- Experience of dealing with complex issues that require an understanding of policy development, ideally in the health sector or similar social policy.
- Experience of managing and organising events - in this post this means functions such as formal Dinners and Receptions but similar experience is acceptable.
- Experience of drafting correspondence, papers and taking minutes, ensuring attention to detail.
- Experience of working in a complex organisation and ability to effectively liaise across it providing information in a timely manner.
- Working under pressure to tight deadlines, managing a heavy workload with conflicting priorities.
- E-mail management.
- Experience of managing financial information.
Knowledge / Skills / Attributes
- Ability to understand and anticipate the individual requirements and support needs of senior staff, in particular those at Chief Executive Officer level or equivalent, and to respond quickly to ensure these are delivered on.
- Excellent organisational skills, able to anticipate potential issues and provide solutions, good trouble-shooting skills.
- Excellent written and verbal communication skills with the ability to liaise at all levels with a variety of stakeholders.
- Able to juggle constant conflicting deadlines and priorities - at times working under pressure with constant interruption and a demanding and often unpredictable workload.
- Ability to use excel or equivalent systems to manage, track and report progress on projects and issues.
- Able to maintain confidentiality and handle extremely sensitive information.
- Diplomacy and tact to persuade others to produce briefings and presentations on time and to agreed quality standards.
- Ability to take complex minutes, draft reports, edit material and excellent attention to detail.
- Ability to work on own initiative and make decisions with minimal or no supervision and be proactive in developing and prioritising workload.
- Knowledge of accounting and budget principles.
- Flexible attitude, particularly in relation to team working.