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applicants
Executive Assistant to the CEO
at CDS UK (Clinic for Dissociative Studies) London in London (Published at 14-12-2023)
KEY TASKS Administrative and Secretarial Support Provide high-quality, comprehensive secretarial support, including extensive use of many Microsoft applications and other digital platforms. Assist with general administrative responsibilities, taking on appropriate duties as delegated. Receive telephone calls and other communications, responding to enquiries as appropriate and dealing with incoming communications in an efficient and courteous manner, screening and prioritising calls to the Chief Executive where appropriate. Receive and open incoming e-mails, assessing for priority and action.
Ensure urgent and sensitive items are dealt with promptly and as required, and - over time and through discussion with the Chief Executive - pass appropriate actions to other colleagues to deal with on the Chief Executive's behalf. Compile routine letters and electronic correspondence on behalf of the Chief Executive (and, in some cases, on behalf of other members of CDS UKs core team), taking care to maintain confidentiality. Organise and manage your own workload, ensuring deadlines are observed and duties performed efficiently. Organise and manage the diary of the Chief Executive in a proactive way to make maximum use of time, including prioritising, scheduling, researching and briefing the Chief Executive prior to commitments as required setting up and using a bring-forward system so that the Chief Executive is fully prepared for upcoming appointments.
The post holder will also communicate diary information to others as needed, including annual leave and cover arrangements. Lead on task management on behalf of the CEO, maintaining and helping to prioritise the CEO's list of outstanding tasks and providing appropriate background information and support to facilitate their timely completion. 2 Information and Office Systems Maintain confidential electronic filing systems for the Chief Executive, working alongside the Administrator and the Office & Referrals Manager to utilise and develop systems for the control of e-mails and appropriate handling of records. Design and produce material using Microsoft PowerPoint, Excel and other software for management presentations, training and other applications.
3. Meeting Coordination Arrange meetings and schedules and act as liaison point for all parties concerned, including managing online meetings or booking venues and hospitality as appropriate. Undertake the preparation and production of agendas, collating all necessary information and supporting paperwork and ensuring timely distribution. Take minutes and records of meetings as required.
4. Human Resources Administer CDS UKs day-to-day HR needs, including maintaining up-to-date records for all employees and contractors. Monitor, record and manage annual leave, sick leave, personal development plans, training records and related information using agreed software. Handle basic enquiries on HR-related matters, referring to CDS UKs HR Consultant where needed.
Work alongside the Administrator, who is responsible for organising matters related to recruitment, to ensure that onboarding is handled effectively. 5. General Responsibilities Despite working with subcontracted clinicians across the country, CDS UKs core team is relatively small, comprising less than fifteen people at present. Effective collaborative working is therefore essential, and the post holder will be expected to assist with general duties not specified above that reasonably fall within the scope of their role and where time permits.
The postholder will be expected to provide a level of cover for other members of the Business & Administrative Team when they are away.
Ensure urgent and sensitive items are dealt with promptly and as required, and - over time and through discussion with the Chief Executive - pass appropriate actions to other colleagues to deal with on the Chief Executive's behalf. Compile routine letters and electronic correspondence on behalf of the Chief Executive (and, in some cases, on behalf of other members of CDS UKs core team), taking care to maintain confidentiality. Organise and manage your own workload, ensuring deadlines are observed and duties performed efficiently. Organise and manage the diary of the Chief Executive in a proactive way to make maximum use of time, including prioritising, scheduling, researching and briefing the Chief Executive prior to commitments as required setting up and using a bring-forward system so that the Chief Executive is fully prepared for upcoming appointments.
The post holder will also communicate diary information to others as needed, including annual leave and cover arrangements. Lead on task management on behalf of the CEO, maintaining and helping to prioritise the CEO's list of outstanding tasks and providing appropriate background information and support to facilitate their timely completion. 2 Information and Office Systems Maintain confidential electronic filing systems for the Chief Executive, working alongside the Administrator and the Office & Referrals Manager to utilise and develop systems for the control of e-mails and appropriate handling of records. Design and produce material using Microsoft PowerPoint, Excel and other software for management presentations, training and other applications.
3. Meeting Coordination Arrange meetings and schedules and act as liaison point for all parties concerned, including managing online meetings or booking venues and hospitality as appropriate. Undertake the preparation and production of agendas, collating all necessary information and supporting paperwork and ensuring timely distribution. Take minutes and records of meetings as required.
4. Human Resources Administer CDS UKs day-to-day HR needs, including maintaining up-to-date records for all employees and contractors. Monitor, record and manage annual leave, sick leave, personal development plans, training records and related information using agreed software. Handle basic enquiries on HR-related matters, referring to CDS UKs HR Consultant where needed.
Work alongside the Administrator, who is responsible for organising matters related to recruitment, to ensure that onboarding is handled effectively. 5. General Responsibilities Despite working with subcontracted clinicians across the country, CDS UKs core team is relatively small, comprising less than fifteen people at present. Effective collaborative working is therefore essential, and the post holder will be expected to assist with general duties not specified above that reasonably fall within the scope of their role and where time permits.
The postholder will be expected to provide a level of cover for other members of the Business & Administrative Team when they are away.
