Office Assistant jobs in Woodseats

Description of Role

Purpose of the Role

The Senior Leadership Assistant will provide comprehensive executive and administrative support to the Business Service Lead and three Regional Operations Leads. The role will also provide additional Personal Assistant support to Directors and Registered Managers as required, ensuring effective coordination of leadership activities across the organisation

The post-holder will act as a trusted professional support resource, helping senior leaders manage priorities, projects, communications and operational responsibilities. They will play a key role in ensuring organisational effectiveness through the coordination of meetings, management of actions, support for strategic projects and the provision of high-quality administrative support.

This is more than a traditional administrative role. The position combines executive support, project coordination and operational responsibilities, requiring the ability to work confidently with senior leaders and manage multiple competing priorities.

Key Areas of Responsibility

Executive and PA Support

• Provide proactive diary management for the Business Services Lead and Regional Operations Leads.
• Provide additional PA support to Directors and Registered Managers as required.
• Coordinate appointments, meetings, travel arrangements and events.
• Prepare meeting agendas, presentations, reports and supporting documentation.
• Manage correspondence, emails and communications where delegated.
• Screen and prioritise incoming enquiries.
• Maintain organised electronic filing systems and records.
• Support senior leaders with day-to-day administration, prioritisation and organisation.

Meeting Coordination

• Organise leadership meetings, project meetings and stakeholder meetings.
• Prepare agendas and circulate papers in advance.
• Attend meetings and take accurate and professional minutes.
• Record, track and monitor actions arising from meetings.
• Follow up with action owners to ensure completion within agreed timescales.
• Maintain action logs and records.
• Ensure meeting documentation is stored appropriately and distributed as required.

Project Support

• Provide administrative and coordination support for specialist projects led by the Business Services Lead and Regional Operations Leads.
• Monitor project plans, milestones and deadlines.
• Coordinate meetings, workshops and stakeholder engagement activities.
• Produce project documentation, reports and progress updates.
• Support data gathering and information collation to inform decision-making.
• Assist with project planning, implementation and reporting.
• Ensure project records are maintained accurately and securely.

Communication and Stakeholder Support

• Act as a key point of contact for internal and external stakeholders.
• Coordinate communications on behalf of the leadership team.
• Build and maintain positive working relationships across departments and regions.
• Support the preparation of leadership communications, briefing papers and presentations.
• Ensure information is communicated effectively and professionally across the organisation.

Administration and Organisation

• Maintain confidential records and sensitive information in accordance with organisational policies.
• Support the production of reports, business updates and operational documentation.
• Assist with planning and coordination of audits, inspections, reviews and leadership activities where required.
• Contribute to the development and continuous improvement of administrative processes and systems.
• Provide flexible support across the wider leadership team as organisational needs require.

Person Specification

Essential Knowledge and Experience

• Significant experience providing Executive Assistant, Personal Assistant or Senior Administrative support to senior leaders.
• Experience of managing complex diaries and competing priorities.
• Experience supporting projects and coordinating activities involving multiple stakeholders.
• Experience taking accurate minutes and maintaining action trackers.
• Experience preparing reports, presentations and business documentation.
• Experience handling confidential and sensitive information.
• Excellent organisational and planning skills.

Essential Skills

• Outstanding written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to manage confidential information appropriately.
• Strong IT skills, including Microsoft Office 365 applications.
• Ability to work independently and use initiative.
• Excellent time management and prioritisation skills.
• Strong stakeholder management and relationship-building skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong problem-solving and organisational skills.

Personal Attributes

• Professional and approachable.
• Highly organised and dependable.
• Proactive and solutions-focused.
• Resilient and adaptable.
• Able to work under pressure and respond positively to changing priorities.
• Strong commitment to confidentiality and professionalism.
• Able to work collaboratively across departments and functions.

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