Executive Assistant To Hospital Manager

The position of Executive Assistant encompasses both managerial and administrative responsibilities which include the following:

· Proactively supporting the Hospital Manager in the delivery of their duties to include diary management, email management, organising meetings and agendas, compilation and updating of reports, minute taking and all other administrative duties as required.

· Acting as the first point of contact; dealing with correspondence, phone calls and visitors.

· Organising events and functions as required.

· Assist in the development, implementation and monitoring of project plans across a wide range of areas as required.

· To act as a resource to the Hospital Manager on issues related to administrative support at meetings. This will include attendance at meetings as the minute taker.

· Coordinate meetings which will include preparation of relevant documentation, progressing actions with key stakeholders and administration duties as required.

· Collect and compile data and statistics to promote the most up to date approach to service delivery. Some research and drafting reports as required.

· Co-ordinate the work of the office, departments, committees or other fora for which the Hospital Manager’s office is responsible.

· Proactively manage and control all correspondence/emails and, where appropriate, undertake the drafting and or, progress and pursue actions as requested by the Hospital Manager.

· Develop and maintain a comprehensive log and system for dealing with all correspondence and issues requiring the attention of the Hospital Manager.

· Collate and compile data and statistics as required.

· Provide support to Hospital Manager in respect of management systems i.e. NiSRP

· Provide a high-quality minute taking service to the Hospital Manager and other Senior Management, as required.

· Draft reports to a high standard as required

· Develop and maintain a comprehensive filing system to support the office.

· Develop and maintain a system for managing contract and performance information (i.e. SLAs /MOUs).

· Liaise with other departments in the Hospital and other agencies where applicable to progress matters as required.

· Liaise with the State Claims Agency and Solicitors re requests for patient medical records and radiology

· Ensure the overall efficiency and smooth running of the office of the Hospital Manager.

· Annual leave co-ordination and recording for Senior Executive Team and all Heads of Department

· Provide where necessary ‘cross cover’ support to other members of the Executive Management Team i.e. Nursing Administration and Patient Quality admin support, as required in the interests of Administrative continuity.

· Scheduling of 1:1 meetings with Heads of Department.

· Organisation and notification of Weekend on Call Rotas for Senior Executive Team

· Authorisation and obtaining purchase orders for patient external scans/diagnostics

· Draft, process, record, submit and file response to all Parliamentary queries, T.D.reps, Media Queries

· Arrange CT Scan cover with peer hospitals when required and communicate to relevant parties

· Ensure that all duties are conducted in a professional, pleasant and confidential manner at all times.