Executive Assistant Job Profile Permanent, Full-time

Transcription

1 Executive Assistant Job Profile Permanent, Full-time About the HCPC The Health & Care Professions Council (HCPC) is a regulator of 16 health and care professions and our main aim is to protect the public. To do this, we keep a register of professionals who meet our standards for their training, professional skills, behaviour and health. The organisation employs around 240 employees, who work in ten departments - Registration; Fitness to Practise; Education; Communications; Policy & Standards; Operations; Human Resources; Finance; IT and Secretariat. About the Directorate The leads and manages employees and is responsible for the day to day running of the HCPC. The leads the Executive Management Team, which consists of: Director of Communications Director of Council and Committee Services Director of Education Director of Finance Director Fitness to Practise Director Human Resources Director of IT Director of Operations Director of Policy and Standards Vacancy Executive Assistant We are currently recruiting for an Executive Assistant. This is a key role providing secretarial and administrative support to the and act as Diary Secretary for the Chair of the Council.

2 Application & Selection Process Applicants for the Executive Assistant role must complete the HCPC application form in full. Please note: any CVs submitted will not be seen by the panel for the purposes of shortlisting, but will be provided to them if you are selected for interview. The panel will shortlist applicants for the role w/c 11 April Successful candidates will be invited for an interview on w/c 18 April Please try to ensure your availability on this date, as it may not be possible for the panel to see you at another time. Completed applications should be sent to: Alternatively they can be posted to: Human Resources HCPC Park House 184 Kennington Park Road London SE11 4BU Enquiries should be directed to: HR The closing date for applications is midnight, Tuesday 12 April 2016.

3 Job Description Executive Assistant Department: Reports To: Salary Band: Band D Scope of Job To provide secretarial and administrative support to the and to act as Diary Secretary for the Chair of the Council. Main Duties and Key Responsibilities Your principal duties and key responsibilities will be those set out below. In addition to those duties, the HCPC reserves the right to require you to undertake additional or other duties within your capacity as may from time to time be reasonably required and necessary to meet the needs of the organisation. To act as diary secretary to the To arrange meetings, and make travel arrangements. To produce a day file for the, setting out details of meetings and associated arrangements. To provide administrative assistance to the To produce weekly location sheet for senior employees and the Chair. To draft the report to Council documenting historic and planned meetings To deal with incoming post and s for To liaise with Government Departments, other regulators, Professional Associations and other stakeholders To manage budget expenditure within set limits

4 Chair Act as the diary secretary to the Chair Co-ordinate correspondence addressed to the Chair To draft the Chair s report to Council documenting historic and planned meetings To make travel arrangements Executive Management Team (EMT) To assist in the preparation, production and despatch of papers for EMT meetings, both weekly and longer monthly meetings To act as Secretary of EMT including scheduling meetings, agenda setting and taking notes of meetings. To arrange EMT away days and training events General To carry out the responsibilities of the post with due regard to the HCPC's Diversity Policy and to treat colleagues and other HCPC stakeholders with respect and dignity at all times. Understand the information security requirements for information accessed or processed in carrying out the duties of the role, treating the information with appropriate care as set out in the Information Classification and Handling Policy. Person Specification Educated to A level or equivalent knowledge and skills. Relevant demonstrated knowledge and skills in a similar position A systematic approach combined with attention to detail and a high degree of accuracy. Well-developed oral and written skills, including the ability to communicate professionally with stakeholders from all backgrounds. Excellent organisational skills with the ability to work to tight deadlines A high standard of interpersonal skills and demonstrated ability to show sensitivity and tact in dealing with highly confidential matters. Able to build effective relationships with a wide range of people (Council members, HCPC employees and outside bodies).

5 Ability to work flexibly as part of a busy team and to remain calm under pressure Sound working knowledge of Windows-based software packages, including Microsoft Word and Excel, Powerpoint and the Internet. Willingness to travel on an occasional basis throughout the UK, including overnight stays. Values Based Competencies The following behaviours are based on the HCPC s values. Employees are expected to display them during the completion of their duties. Transparency Contribute constructively to discussion, listening to others perspectives. Keep others informed of issues that affect them or their work, providing relevant and timely information. Communicate clearly, accurately and concisely. Collaboration Play an active role in the team, making a positive contribution. Build supportive, professional and co- operative working relationships with all colleagues, respecting diversity. Understand where their own work fits into overall department and team aims and collaborate in delivery of these objectives. Responsiveness Take personal responsibility for making things happen, recognising when to seek help or involve others. Honour commitments, showing a professional approach, flexibility and a positive attitude. Be proactive in achieving goals. High Quality Service Show commitment to delivering high quality work, checking their own work against objectives and expectations. Accept and act on constructive feedback to improve own performance. Show initiative to make or suggest improvements which improve service quality or resolve problems. Value For Money Manage their own time and workload effectively, focusing efforts on agreed targets and deadlines. Organise allocated resources to ensure that their own work is delivered efficiently and effectively. Identify ways to work more effectively or efficiently and propose suggestions.