Management of CEOs office To lead on the management of the CEOs mailbox, ensuring correspondence is up to date. This will include.....
Management of CEOs office To lead on the management of the CEOs mailbox, ensuring correspondence is up to date. This will include taking the initiative to respond to emails directly, within parameters agreed with the CEO, delegate emails out to executives or senior managers as appropriate and track all open actions on behalf of the CEO. Administering of meetings chaired by the CEO, including Executive Leadership Team (ELT) and EDI Programme Board meetings. Duties will include the collation of papers; minuting of meetings; drafting agendas; producing action logs and other related matters. Ensuring the provision of appropriate administrative support to the Chief Executive, including leading on the day to day running of the Chief Executives Office, ensuring required outcomes are identified and delivered to schedule. Ensuring high quality and effective levels of communication across the Trust and with external agencies including commissioners, partner organisations and regulatory bodies in relation to the Chief Executive Officers projects and portfolio. Helping to develop and maintain collaborative relationships with a wide range of internal and external stakeholders, with a view to delivering the Trusts strategic ambitions. Managing and co-ordinating the executive on-call rota, and the Friday rota. Managing and coordinating rotas for service visits by Executive and Non-Executive Directors and members of the Council of Governors, and liaising with colleagues from the Communications Team on disseminating themes from such visits. Managing delegated pay and non-pay budgets for items within the Chief Executives and Chairs offices. Investigating and responding to complex and sensitive concerns as required. Where necessary, identifying, developing and overseeing the implementation of appropriate policies and procedures required for the smooth running of the Chief Executives Office. Reviewing and prioritising workloads independently in line with unplanned changes and priorities. Producing high quality and accurate written material including presentations, reports, letters, and papers on behalf of the CEO and the Executive Leadership Team (ELT) as required. Building and maintaining positive working relationships within and outside the Trust to support the effective functioning of the CEOs office. Maintaining contact and liaison with the CEOs direct reports and their teams. Management of Chairs office Providing administrative support to the Chair and ensuring that the Chairs time is used strategically to support the organisations top priorities. Ensuring that the Chair is provided with timely and high-quality information, and that relationships with key contacts and stakeholders are well managed. Leading on the management of the Chairs inbox, responding to routine emails, handling correspondence and preparing drafts for the Chairs sign off. Providing or accessing research, policy and general support for the Chair on all aspects of his role. Supporting to the Chair to manage relationships with the Non-Executive Directors and Governors, including supporting the appraisal process, arranging informal meetings and providing background information to support these. Acting as a key point of contact between the Chair and other colleagues, including following up on actions on their behalf to make sure these are carried out. Commissioning and writing high quality briefings and presentations for the Chair and working with colleagues across the organisation to source relevant materials. Maintaining a culture of high-quality work which values attention to detail and accurately anticipates the needs of the Chair. Carries out other reasonable duties as may be assigned by the Chair from time to time. People Management Ensuring the provision of high-quality support for Executive Directors including the flexible provision of support and cover in the event of absences. Provide strong and visible management, motivating and encouraging peers and other staff. Developing, supporting, and appraising staff, including identifying and helping to address training needs. Working with Executive Directors to identify strengths and weaknesses of individual members of staff with a view to improving the overall effectiveness of the team. This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the Line Manager. This job description will be reviewed regularly in the light of changing service requirements and any such changes will be discussed with the post holder.
