Executive Administrative Assistant

1. Fulfilment of urgent jobs within the scope of the MSP within the contractually agreed timescales, following agreed processes
2. Reviewing CVs against the role criteria and submitting appropriate candidates to the hiring manager for review on Retinue Bridge and email
3. Checking compliance status of new workers ensuring a correctly completed framework checklist is obtained from the supplier and sent to the client with the CV
4. Build relationships with hiring managers and suppliers
5. Download open vacancies from Retinue Bridge and client Bankstaff systems and email these to the supply chain daily, call key suppliers with urgent vacancies starting within next 48 hours
6. Where required ensure jobs are outsourced to supply chain on client Bankstaff systems
7. Manage all inbound queries to resolution including placement/vacancy cancellations, changes to placements and candidate ‘no shows’
8. Record all correspondence as per process within Retinue handover document and hand back to Account Manager within agreed timescale
9. General system administration across Retinue Bridge, client Bankstaff and third-party Bank systems
10. During downtime cover general administrative tasks including chasing unapproved/open timesheets, manage system errors within Allocate service, ad hoc data entry tasks on Retinue Bridge and VMS365
11. During downtime checking compliance of candidates pending MS validation and updating Retinue Bridge and internal notes to hand back to compliance validation team
12. Escalate to OOH Account Delivery Team Leader and Account Manager any complaints or issues via handover document and handover call
13. Supports and conducts continuous improvement activity, simplifying processes and operations to maximise efficiencies where possible.

Experience, Skills & Qualifications

Required

• Thrives in a fast-paced, service-delivery environment where priorities change quickly
• Excellent verbal and written English and ability to communicate at various levels adapting communication styles as appropriate
• Approachable, demonstrating empathy with ability to build relationships and trust
• Previous experience working in customer centric environment
• Able to use initiative and solve problems within agreed procedure
• Excellent attention to detail and data entry accuracy
• High level of organisation and ability to manage time efficiently
• Able to follow company procedure and policy to safeguard all parties in process
• Efficient on Microsoft including Outlook, Excel, Word, and Share Point
• Quick to learn new systems as process is underpinned by internal VMS and third-party rostering and bank systems

Desirable

• Knowledge of the UK NHS sectors(s)
• Previous experience working in an out of hours team in UK healthcare sector