Position: PA to the CEO (Clerical Officer Grade IV)
Contract: Permanent
Hours: 35 hours per week
Salary range: Healthcare Consolidated Pay Scale’s June 2024 (Positioning on the salary scale will be dependant on Public sector experience)
Reporting to: The CEO

**** JOB DESCRIPTION ATTACHED****
ESSENTIAL SKILLS:

• Essential Experience: Minimum of 2 years of experience as a Personal Assistant or Executive Assistant, to a CEO or equivalent preferably in a healthcare or similar environment.
• Healthcare Knowledge: Strong understanding of healthcare industry dynamics, terminology, and operations.
• Organizational Skills: Exceptional organizational abilities, with the capacity to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with individuals at all levels.
• Discretion and Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain strict confidentiality.
• Attention to Detail: Keen attention to detail, ensuring accuracy and completeness in all tasks performed.
• Technology Proficiency: Proficient in using productivity tools such as Microsoft Office Suite, calendar management systems, and other relevant systems.
• Proactive Approach: Self-motivated with a proactive attitude, anticipating needs, and taking initiative to support the CEO and address potential challenges.
• Adaptability: Ability to work in a dynamic, fast-paced environment and adjust quickly to changing priorities.
• Professionalism: Impeccable professional demeanour, always representing the CEO and the organization with integrity and professionalism.

DUTIES AND RESPONSIBILITIES:
JOB OVERVIEW

• Act as first point of contact for the CEO’s office dealing with correspondence and phone calls.
• Managing the CEO’s diary and organising meetings and appointments which involves liaison with high profile and senior personnel including HSE Departments, Dept of Health, Board members and Hospital Staff at all levels, Companies Registration Office and Charity Regulator.
• Manage the CEO’s correspondence including monitoring emails and incoming post, prioritising and routing as appropriate.
• Ensure all outgoing post is processed within an appropriate timeframe.
• Prioritise incoming issues and concerns addressed to the CEO, including those of a sensitive and confidential nature.
• Collaborate with the CEO daily to establish or revise requirements of the day.
• Support the CEO by drafting a range of presentations/ speeches (including gathering data, researching material, creating presentations and ensuring appropriate input from managers).
• Coordinate internal diaries and meetings with other members of the Executive Management Team (EMT).
• Coordinate EMT meetings (and other internal/external meetings) as directed by the CEO including the booking of rooms, managing attendance, agendas, key documents, etc.
• Record minutes of meetings as directed by the CEO.
• Coordinate and manage the CEO ‘s actions, deadlines and responsibilities regarding minutes, letters, email, etc. to ensure prompt and appropriate response from the CEO’s office.
• Schedule and manage Board of Directors/Board of Directors Committee Meetings.
• Prepare meeting packs, encrypt and circulate safely to Board.
• Manage confidential filing systems of records in the CEO’s Office.
• Willingness and enthusiasm to take on new challenges and develop own role.
• General administration duties to support the CEO.
• Proficient operation knowledge of MS Outlook, Word, Excel, MS Teams and Power Point.
• Previous Personal Assistant experience in Hospital setting is essential.