Job description

Job title:Executive Assistantto interim Director/Assistant Director of HR & OD

Reporting to:Interim Director/Assistant Director of HR & OD

Job family:Business and regulatory stakeholder support

Pay level:C2

Role purpose

To anticipate and meet the administrative and support needs of the Interim Director/Assistant Director, contributing to the effective management of their time, delivery of work and priorities.

Key accountabilities

Director support

  • Managethe Interim Director’s/Assistant Director’sOutlook calendar andemail inbox to optimise their time.
  • Organise meetings (including meetings with other NMC colleagues, HR team meetings and 1-1s and external meetings), travel, accommodation and events.
  • Provide support to the interim Director/Assistant Director during meetings in the NMC’s London locations, including minute-taking.
  • Act as a liaison and filter for visitors to the Interim Director/Assistant Director, including meeting and greeting and organising refreshments where required.
  • Ensure meeting papers and associated documents are printed and availablein a timely fashion to allow adequate time for reading and preparation in advance of meetings and events.
  • Receive and respond to,incoming telephone calls, email and mail, ensuring urgent matters are brought to the Interim Director’s/Assistant Director’s attention. Filtering, pro-actively delegating, following upand dealing with as much as possible, referring to the Interim Director/Assistant Director only where essential.
  • Provide effective administrative support to the director, including preparing and formatting documents such as business cases,committee papers and reports, council papers, and PowerPoint presentations using information and templates provided, ensuring that the corporate style is respected.
  • Support the Interim Director/Assistant Director in monitoring progress onHR issues and the directorate budget and business plan. This may include updating documents and spreadsheets, assisting with drafting or formatting, liaising with HR and other NMC colleagues and ensuring actions are followed up.

Administration, reporting and documentation

  • Raise requisitions and purchase orders, request information and services and deal with procurement processeson the Interim Director’s/Assistant Director’s behalf,in accordance with NMC procedures, monitoring progress and following through to completion.
  • Set up and maintain appropriate office operating systems, processes and files for the director (both manual and electronic) ensuring that all relevant information is kept up to date and accurate and it is easily accessible.
  • Carry out general administration tasks such as keeping office supplies stocked, organising room bookings, equipment and hospitality for meetings, photocopying documents and filing.

Communication

  • Act as a point of reference for queries from external contacts and NMC colleagues. Recognise and understand the impact of incidents and queries and raise issues of concern with the Interim Director/Assistant Directorwhere necessary.
  • Maintain a network of contactswithin NMC (including HR colleagues, PAs, Executive Assistants, team administrators) and externally, knowing who to liaise with on key issues.

Standard responsibilities

Other responsibilities

There are a number of standard duties and responsibilities that all employees, irrespective of their role and level of seniority within the NMC, are expected to be familiar with and adhere to.

  • Comply at all times with the requirements of health and safety regulations to ensure their own wellbeing and that of their colleagues.
  • Promote and comply with NMC policies on diversity and equality both in the delivery of services and treatment of others.
  • Ensure confidentiality at all times, only releasing confidential information obtained during the course of employment to those acting in an official capacity in accordance with the provisions of the Data Protection Act 1998 and its amendments.
  • Comply with NMC protocols on the appropriate use of telephone, email and internet facilities.
  • Comply with the principles of risk management in relation to individual and corporate responsibilities.
  • Comply with NMC policies and procedures as compiled on the organisation’s intranet.

This job description is not exhaustive and as such the post holder is expected to be flexible. Any changes will only be made following a discussion with the post holder.

Person specification

Job title:Executive Assistant to Interim Director/Assistant Director of HR & OD

Qualifications and experience

  • Educated to ‘A’ level’ with good passes at GCSE in English and Mathematics
  • Demonstrable experience of providing pro-active and effective administrative support to a senior manager
  • Proven experience of using databases and producing statistical reports
  • Experience of working in HR or other area requiring high level of confidentiality and customer service

Knowledge, skills and abilities

  • IT skills including proficiency in Microsoft Outlook, Office Word, Excel and PowerPoint and the ability to operate and maintain spreadsheets and databases
  • Good interpersonal skills, with the ability to liaise across the organisation at all levels and externally
  • Excellent communication skills, including verbal, listening and written, with excellent standards of spelling and grammar
  • Ability to plan and prioritise a variety of tasks with conflicting demands in order to meet targets and tight deadlines
  • Problem solving skills
  • Ability to understand documents that are sometimes complex
  • Ability to apply judgement to decision making
  • Ability to work autonomously and as part of a team

Personal qualities

  • Excellent attention to detail with a high level of accuracy
  • Highly motivated, pro-active and flexible,able to identify what needs to be done and see things through to completion without close supervision
  • Discreet, diplomatic and tactful, able to operate with a high degree of confidentiality
  • Reliable and calm under pressure
  • A commitment to and understanding of the importance of equality and diversity within the environment that the NMC operates

Corporate ServicesAugust 2015Page 1 of 4