Diary Manager (to the Directors)
- Recruiter
- NHS Provider
- Location
- Westminster, London + home-working
- Salary
- From £26,500 + generous benefits
- Posted
- 20 Dec 2021
- Closes
- 17 Jan 2022
- Job Title
- EA
- Industry Sector
- Medical / Healthcare
- Contract Type
- Permanent
- Hours
- Full Time
Please note, along with your CV, you MUST provide a covering letter setting out your interest and suitability for the role, and details of how you heard about this role / where you saw it advertised.
PURPOSE OF THE ROLE:
To provide an efficient and comprehensive diary management service to the Director of Policy and Strategy, and the Director of Communications, working closely with their senior executive assistant (senior EA). This newly created role would be ideal for a well-organised and enthusiastic candidate who is looking for the next step in their business administration career. The post-holder will also work closely with other diary managers and senior EAs in the chair and chief executive’s, and directors’, offices - and will be a key member of a busy, but collaborative, executive support team (EST).
NATURE AND SCOPE:
The office of the director of policy and strategy, and director of communications, (“the directors”) work across the organisation, and with multiple external stakeholders, to forward the work of NHS Providers on behalf of our members. The post-holder must be a team player with an ability to work flexibly across the organisation, prioritising and managing their own workload amid conflicting demands and busy work periods. Excellent judgement and discretion, and an ability to promote a positive image to both internal and external stakeholders, are essential.
ACCOUNTABILITIES
Diary management and administrative duties
- Ensure that the diary and travel arrangements for the directors are fully planned, organised and managed effectively. This will include booking travel tickets/hotels as required.
- Undertake general administrative duties including printing, photocopying, scanning, and maintaining hard and soft filing systems.
- Exercise judgment and flexibility in managing potential conflicting diary issues in a tactful and sensitive manner, having due regard for business priorities – consulting the senior EA and/or head of the chair and chief executive’s office where required.
- Ensure the directors receive relevant papers and briefings in a timely manner, so that they have sufficient time to absorb the content and provide any feedback prior to their meetings.
- Work with the senior EA to ensure that the directors’ Outlook contacts lists are current and accurate, and that details in the organisation’s customer relationship management (CRM) system are updated where necessary (CRM training will be provided).
- Order supplies for the team’s office, and the wider organisation, as required.
- Work with the other diary managers to oversee the meeting room booking schedules.
- Provide administrative support to the wider organisation as required. Such requests will be made on a case-by-case basis, via the senior EA to the directors and the board.
- Proactively organise recurring meetings with external stakeholders.
- Assist the communications team with arranging media interviews for the directors – liaising directly with journalists when needed, and quickly resolving any subsequent diary conflicts.
- Assist the senior EA with managing the directors’ workflow through effective diary management and planning.
Communication and relationship management
- Effectively manage relationships with peers in external stakeholder organisations.
- As part of the directors’ office, act as the initial point of contact for external stakeholders, handling all queries in an efficient and courteous manner to promote a positive image of the organisation.
- Continually brief and update the senior EA with any pertinent information relating to the directors’ diaries that may be required.
- Develop and maintain excellent working relationships with colleagues in the directors’ office, the chair and chief executive’s office, and across the wider organisation, to ensure a high level of service to the directors.
- Work as an effective and approachable team member, contributing to team meetings within both the smaller EST and the wider Corporate Services directorate.
- Work closely with the chief executive’s office to ensure joint meetings are coordinated effectively with external stakeholders.
- Work closely with colleagues in the EST to continuously review and refine ways of working/best practice.
Customer service
- With the senior EA, be one of the first points of contact for telephone and written enquiries to the directors.
- Arrange meeting rooms, refreshments and - in conjunction with the senior EA – materials/papers as required and meet and greet visitors of all levels of seniority for the directors.
- Ensure there is a backup support mechanism/system in place for planned absences and, in turn, provide assistance with tasks for other colleagues in the EST during periods of sickness/annual leave.
- Maintain a high degree of confidentiality, professionalism, and personal integrity.
- Support the directors with a small number of ad hoc personal tasks.
All NHS Providers staff are currently working from home. However, we are planning a phased return to our offices in Westminster, in line with national guidelines. In the longer term, it is anticipated that the post-holder for this role will – like others in the organisation – have the option to work from home on some days, if they prefer (depending on business need and subject to agreement with their line manager).
Please note, along with your CV, you MUST provide a covering letter setting out your interest and suitability for the role, and details of how you heard about this role / where you saw it advertised.
Not what you're looking for? Get headhunted for relevant jobs.
Upload your CV
More searches like this
Not what you're looking for? Get headhunted for relevant jobs.