Administrator

CLERICAL OFFICER TO EXECUTIVE TEAM - Temporary, Full time

*Internal Only*

Overview of the Role

The person appointed will operate a comprehensive and efficient administrative service to the Senior Management Team (primary assignment to the CEO and Deputy CEO’s Office), with particular responsibility for the administrative aspects to a range of Committees, as well as providing secretarial/administrative support to the Senior Management Team in assisting with the strategic development of the service to meet changing organisational needs, and in conjunction with the Executive Assistant to the CEO and the PA to the DCEO, ensure the smooth running of the CEO’s Office on a day to day basis. The target start date of this post is the 3rd of December 2024.

ACCOUNTABLILITY, DUTIES AND RESPONSIBILITIES

General Accountability

The person chosen will:

· Demonstrate behaviour consistent with the values of the Hospital.

· Act with professionalism and discretion when dealing with all matters at all times.

· Be responsible for the provision of administrative support services to their designated area.

Specific Accountability

The person chosen will report to the Deputy Chief Executive, and also be accountable to the Chief Executive.

Outline of Duties and Responsibilities

The person chosen will provide the following administrative and secretarial support in the following areas:

• Provision of secretarial support to Board Meetings and Board Sub-Committee meetings as required.
• Other meetings required by the CEO/DCEO and ad-hoc committees as may be set up from time to time.
• Tasks Applicable to all of the above:

o Book resources for all meetings i.e. rooms, catering and AV facilities

o Circulate MS Teams meeting invites

o Prepare Agenda

o Gather additional documentation for distribution

o Circulate meeting packs in advance of same via Boardeffect Meeting Platform

o Arrange presentations by liaison with presenters/chairperson of Committees

o Take minutes at meetings and comprehensive actions list from meetings

o Type, proof, correct and make changes to the draft minutes following review of same by the relevant chairperson within indicated timeframe

o Keep lists of Committee members updated

o Follow up actions following DCEO meetings including liaising with the relevant Hospital staff assigned each action. Collate follow-ups/ responses/ updates independently.

· Secretarial needs of the Senior Management Team including Deputy CEO.

· Screening telephone calls, correspondence and visitors, as required for Senior Management Team.

· Management of the CEO’s/Deputy CEO’s Diary, – Organise all meetings, prioritise and re-prioritise diary / schedule of meetings according to requests, booking and setting-up of meetings rooms, arranging catering requirements, Meet & Greet external invitees on arrival.

· Maintain a comprehensive filing system for all relevant documentation and ensure that file maintenance is carried out as required. Ensure there is no outstanding filing at all times. Ensure that confidential files are secure according to security and privacy / GDPR policies

· Ensure that the PA to the CEO, Deputy CEO and Senior Management Team are kept up to date on issues pertaining to changes within the Hospital as appropriate.

· Administrative support to Events Committee including calendar management, forwarding to relevant personnel (subgroup members) and committees (OMC). File documents according to department method and provide written feedback to event organisers.

· Responsible for administration of the NRH events and training schedule, dealing with cross-departmental enquiries relating to same.

· Liaise with the Catering Department re: weekly catering requirements for CEO Office and provision of refreshments for meetings, as required.

· Managing the Stationery Stock for the CEO Office

· Carry out monthly checks of First Aid Kit

· Responsible for collation of key performance indicator updates as part of the NRH Strategic plan review and update / circulate same.

Shared Responsibilities – CEO Admin Team

· Provide cross-cover with the following departments; CEO Office, Communications and Disabled Driver’s Medical Board of Appeal as required.

· Planning for annual, cyclical and ad-hoc events such as the Annual General Meeting, debriefing meetings, information sessions and associated tasks, as well as cross-management of Emergency Preparedness meetings.

· Attend and report at Daily Operational Safety Huddle (DOSH) as representative of CEO and Communications Departments, as part of a rotating schedule. Brief team as appropriate.

· Compile and circulate Hospital data activity reports for Senior Management Committees, as required.

· Plan and prepare the draft annual calendar for Board, Finance, Audit, Foundation, Executive, HODs, Ethics, OMC and other such meetings (usually around November each year in preparation for the following year).

· Ensure that Standard Operating Procedures for the CEO Office are reviewed and updated as required.

· Support colleagues in the team to ensure that departmental/ organisational priorities are met and to provide cover to ensure seamless business continuity within the office.

Additional Duties as may be assigned from time to time:

The post-holder will be required to undertake any other tasks or duties, or attend relevant meetings, as may be assigned to the role from time to time by representatives of the Senior Management Team and/or CEO.

1. Qualifications

The candidate must, on the latest date for receiving completed application forms for the office, possess:

• Have at least three year’s satisfactory experience in a personal assistant /executive assistant/office manager role and possess a strong administrative capacity to discharge the functions of the grade.
• Excellent administrative, organisational and time management skills

§ Excellent working knowledge of Microsoft 365 and apps , including Microsoft Word, Excel, Outlook and Teams.

§ Experience of planning, taking initiative and working independently.

§ Efficient and timely administrative and record keeping skills and minute taking skills

§ Exceptional verbal, written and presentation skills

§ Ability to deliver high quality administrative support demonstrating accuracy and attention to detail in verbal and written communication, in both indicated and short time frames.

Desirable:

§ An understanding of governance, compliance, and development of new legal structures.

§ A knowledge of electronic Board meeting platform software e.g. Boardeffect (building Board/Committee meeting packs).

• A sound background in and knowledge of the Health Services Sector

Personal Attributes

· Excellent communication and interpersonal skills with the ability to interact and network with all levels of stakeholders in the Hospital.

· Excellent organisational, time management and administration skills; with process focused experience.

· Strong teamwork skills with the ability to liaise and collaborate with all members of the Senior Management Team and other stakeholders; and build effective working relationships.

· A can-do attitude with a keen interest in how the Hospital is run from an operational perspective.

· A high level of professionalism demonstrating confidentiality, tact and discretion

· Results orientated with a capacity for responsibility, accountability and individual initiative.

· Ability to process work professionally and efficiently in a busy, fast paced and dynamic work environment.

· A high level of flexibility and responsiveness to manage changing priorities and unexpected deadline.