To provide a highly professional, comprehensive, effective and efficient executive assistant service to the Director of Capital, Estates and Facilities Management.

Attributes of the successful candidate will include very high levels of professionalism, discretion and confidentiality, calmness under pressure and friendly approachable style. They will be highly literate, with exceptional attention to detail, and will be able to effectively prioritise numerous tasks and work under pressure to achieve tight deadlines.

Managing the complex diary of the of Capital, Estates and Facilities Director, coordinating and arranging meetings, taking minutes and ensuring the Director of Capital, Estates and Facilities is fully prepared for meetings, with sufficient time for completing work, ensuring effective time management as appropriate

Monitoring the inbox of the Director of Capital, Estates and Facilities, using judgment and authority to prioritise and act on behalf of the Director of Capital, Estates and Facilities, draft responses and delegate to other colleagues as appropriate

Dealing with enquiries face to face, via telephone, and email

Managing communications on behalf of the Director of Capital, Estates and Facilities, with both internal and external stakeholders. This will involve liaising on highly complex, sensitive and confidential issues

Gathering information and producing reports and presentations as required on behalf of the Director of Capital, Estates and Facilities

Working in conjunction with departments across the Trust and external agencies on key issues

Managing travel arrangements as necessary for the Director of Capital, Estates and Facilities

Responsible for financial management of resources usage

Provide comprehensive support to senior team including diary management, coordinating and arranging meetings, taking minutes, audio transcription, referrals, travel arrangements and accommodation following guidelines

Oversee the maintenance and update of departments databases making suggestions on how these can be improved for better data recording

Undertake and instigate project work as directed

Represent the service reporting data as requested

Implement and monitor information systems and procedures updating, migrating and auditing data using Trust electronic systems

Produce accurate and timely analytical and statistical reports as requested

Assist with investigating incidents and complaints

Deal with enquires face to face, via telephone and email and supporting junior staff with more difficult situations

Develop and/or evaluate admin policies and procedures for own work area

Monitor expenditure against target areas

At all times maintaining and promoting the professional image of the Capital, Estates and Facilities Management department

Any other duties commensurate for the grade