Trainee Executive Assistant

This role will involve a variety of administrative tasks related to office management, people practices, and basic IT. The successful candidate will gain valuable experience in these areas, with opportunities to develop into a key member of the team. The ideal candidate will have a strong commitment to confidentiality and attention to detail and will contribute to a positive work environment.

Key Job Responsibilities:

Office and Administrative Support

• Provide comprehensive administrative support to the Head of People, Practice Manager, and Assistant Practice Manager.
• Manage and prioritise appointments, meetings, and calendars for the senior management team.
• Assist in the preparation of reports, presentations, and documents for meetings or projects.
• Maintain digital office filing systems, ensuring documents are organised and easy to access.
• Prepare and coordinate agendas, take minutes, and distribute meeting notes when required.

People Practice Support

• Assist with recruitment processes, including preparation of job ads and scheduling interviews.
• Help maintain accurate employee records, including contracts, leave records, and training logs.
• Support the management of employee benefits, including holiday entitlements, sickness records, and pension arrangements.
• Assist in tracking employee performance, training, and development activities.
• Contribute to the development and implementation of People policies and procedures.
• Assist with collating and documenting information for monthly payroll.

IT Coordination and Basic Assistance

• Provide basic IT support, including troubleshooting common software or hardware issues for staff.
• Assist with the management and setup of office IT equipment, including computers, printers, and telephones.
• Coordinate with external IT service providers for more complex issues or upgrades.
• Help maintain and update the practice's digital filing system, ensuring data is secure and accessible.
• Assist in the implementation of new technology or software that supports office or people functions.

General Office Support

• Assist in the coordination of office events, training sessions, and staff meetings.
• Handle confidential information with discretion and in compliance with relevant data protection laws.
• Perform general office duties, such as scanning and photocopying.
• Any other tasks as reasonably required.

Qualifications:

• GCSE grade C or above desirable.

Knowledge, Skills and Experience Required:

• Strong organisational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Ability to handle sensitive and confidential information.
• High attention to detail and the ability to prioritise tasks.
• Ability to work well both independently and as part of a team.
• A proactive approach to problem-solving and task completion.
• Basic knowledge or understanding of IT systems and troubleshooting.
• A positive attitude with a willingness to learn new skills and develop professionally.
• Ability to maintain professionalism and discretion at all times.

Benefits package offered