Executive Assistant- Fixed Term Contract -UPMC Whitfield

Location: UPMC Whitfield Hospital
Job type: Fixed Term

Overview of role:

UPMC Whitfield are recruiting an Executive Assistant, Fixed Term contract for 11-months. This position offers administrative support to the General Manager of UPMC Whitfield Hospital. As a UPMC employee you will be expected to adopt the overarching mission, vision and Values of UPMC and become familiar with the specific departments and services of UPMC Ireland. The candidate for this position will be a dynamic individual who can follow direction and also use their initiative to ensure tasks are completed to the standard consisted with UPMC expectations. The right individual will have an impeccable eye for detail and will be able to present and deliver work, which is both, factually correct and aesthetically pleasing. This position is suited to a person who has excellent organizational skills and has an ability to multitask and prioritize tasks on their agenda. The self-motivated employee will have the opportunity to express their creativity and IT skills throughout this role. Ultimately, the successful applicant will ensure the efficient and smooth day-to-day operations for the General Manager, whilst also applying their skill set to report/presentation preparation, and visual displays. This role requires the handling of sensitive and confidential information, must ensure discretion and maintain strict confidentiality at all times.

Primary Duties and Responsibilities:

Key Responsibilities:

Exhibit polite and professional communication via phone, e-mail and face-to-face encounters.
Maintain and coordinate calendars, scheduling internal and external meetings with efficiency and discretion
Maintain, manage and track consultant files.
Lead the onboarding process for new consultants
Answer calls and take messages or offer the appropriate answer to the caller’s request.
Organise, maintain and schedule appointments as requested by the GM.
Plan meetings and take notes/minutes where necessary.
Draft and distribute email and memo correspondence’s when required.
Act as a point of contact for individuals, both internally and externally, who wish to contact the GM.
Keep up with all reoccurring meetings and appointments which the GM must attend on a weekly/monthly/quarterly/annual basis. Ensure that any material which must be presented or brought to these forums are prepared and up to date.
Communicate with the GM to bring awareness to upcoming obligations, deadlines and meetings.
Ensure that material which you have prepared has been submitted with time for review and feedback.
Provide general support to GM for any ad-hoc assistance that is needed.
Deal with incoming all outgoing post appropriately.
Assist with management of and communication to consultant suites.
Assist/action any legal correspondence received and liaise with Director of Insurance
Manage meeting room bookings to ensure effective use of space and resources
Organise accommodation arrangements for senior leadership and consultants
Manage and approve expenses for the General Manager using the Concur system, ensuring compliance and accuracy
Raise and follow up on Purchase Orders (POs) using SAP, ensuring accuracy and timely processing
Oversee the approval and tracking of annual leave for all direct reports to the General Manager
Plan and execute in-person and virtual meetings, events, and social functions including Christmas Party
Promote and nurture internal and external business relationships to support collaboration and organisational goals

General Responsibilities and Accountabilities

Confidentiality
You will be aware of the confidential nature of Hospital work, and particularly the right of patients to confidentiality.

Policies & Procedures
You are required to familiarise yourself with and adhere to all policy and procedural documents relevant to your position.

Hygiene Standards

The highest standard of hygiene must be maintained in the Hospital at all times and all staff members are responsible for ensuring compliance with the Hospitals requirements and standards with regard to hygiene. It is the responsibility of all staff to have a fundamental understanding of their individual responsibility in maintaining departmental & site hygiene standards.

Health and Safety
Ensure that effective safety procedures are in place to comply not only with the Safety, Health and Welfare at Work Act 2005 but also within the spirit of the Hospital’s mission, vision and values, and they are known and followed by staff. You are required to familiarise yourself with the requirements of employees under the Safety, Health and Welfare at Work Act 2005 and to promote a work environment that is compliant with the Safety, Health and Welfare at Work Act 2005. Each staff member is individually responsible for ensuring that the Hospital remains a safe place to work.

Information Technology
Ensure the most effective and efficient use of developments in information technology for administrative support in a manner, which integrates well with systems throughout the organisation.

Note:
These duties and responsibilities are reflection of the present service requirements and may be subject to review and amendment to meet the changing needs of the Hospitals. The incumbent will be required to maintain, enhance and develop their professional knowledge, skills and aptitudes necessary to respond to a changing climate.

Qualifications & Experience:

3-5 years’ experience in an administration role supporting a senior executive
Vigilance and Attention to detail.
Ability to multitask and prioritise accordingly.
Work towards and meet deadlines.
Calendar management.
IT skills, proficiency in;
MS Word/PowerPoint/Excel
Outlook
Folder management and systematic Filing
Infographics/organisational structures/workflow productions
Experience minuting meetings and managing timelines for reporting
Time management skills, high level of accuracy and attention to detail
Superior problem solving and conflict resolution skills
Excellent communication skills – written and verbal
Positive outlook and demeanour
Relationship management and strong interpersonal skills

Equal Opportunity Statement and Benefits

UPMC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

At UPMC we provide a total rewards program that is not only market competitive, but fair and provides growth opportunities for all our colleagues.

Compensation – Competitive pay for the work employees do – base pay, performance related pay and premium pay where applicable.

Benefits – Fully paid maternity and paternity leave for new parents. Competitive Pension Plan, company funded Death in Service Benefit x 3 times. Critical Illness cover for all employees up to the age of 66.

Performance and Recognition – Rewards for performance that supports the goals and mission of UPMC through our annual ACES programme.

Work-Life Balance – Enhanced annual leave up to a maximum of 27 days. Flexible working opportunities to support you to work around external family commitments.

Development and Career Opportunities – Opportunities for each employee to reach their career goals through continued learning and/or advancement.

About UPMC

UPMC is a renowned multinational academic medical centre committed to delivering people-focused care that’s close to home. Headquartered in Pittsburgh and affiliated with the University of Pittsburgh Schools of the Health Sciences, UPMC shapes the future of health through clinical and technological innovation, research and education. UPMC expands its expertise globally, bringing world-class care across continents through its UPMC International division — an owned and operated network of hospitals and ambulatory care centres in Italy, Ireland and Croatia. UPMC International brings new access to the signature specialty services of UPMC Hillman Cancer Centre, UPMC Sports Medicine and others to more people in more places around the world.

In Ireland UPMC has provided high-quality healthcare in the South East since 2006. UPMC’s operations in Ireland now include UPMC Whitfield Hospital in Waterford, UPMC Sports Surgery Clinic in Dublin, UPMC Kildare Hospital in Clane, and UPMC Aut Even Hospital in Kilkenny. Outpatient care is available at the UPMC Carlow Outreach Centre, UPMC Hillman Cancer Centre radiotherapy locations in Waterford and Cork, UPMC The 4th Practice in Mallow, and across UPMC Sports Medicine Clinics in Dublin, Waterford, Limerick, Tipperary, Cork, and Mayo. UPMC has also established a nationwide Concussion Network. UPMC's Global Technology Operation Centre is based in Kilkenny.

Executive Assistant- Fixed Term Contract -UPMC Whitfield

Benefits

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