Executive Assistant

The Executive Assistant is a pivotal role to the ensure the effective organisation and time management of the senior leadership team. The post holder will provide a comprehensive and effective Executive Assistant role to nominated Directors and Board members, including diary management, the compilation of reports, agendas and papers for meetings as directed and ensuring that key actions are undertaken and the minutes transcribed within agreed timescales. The post holder will be expected to exercise initiative, whilst working independently in a busy environment. The post holder will be required to demonstrate the ability to deal effectively and confidently communicate with people at a senior level and recognise the importance of confidentiality and sensitivity of issues. The post holder will act as the point of contact for the Managing Partner and Director of Operations, for those internal and external to the organisation. Key Responsibilities: Provide high level assistance to support the Board and Senior Leadership team when required to enable them to carry out their work effectively and manage the business of the practice and all aspects of their respective roles. To compile and co-ordinate appointments and external meetings for Board members utilising their diaries, sort and prioritise enquiries; to answer enquiries on behalf Board members as a holding position when required. Be responsible for the administration of meetings as required by the Board and Directors, ensuring the preparation of agendas, presentation material, taking and transcribing minutes, compiling action & risk logs and monitoring the actions, collation and distribution of associated documentation, room bookings and organising catering if required. Respond to public, stakeholder or third-party enquiries face-to-face or via telephone/email within the sphere of your responsibility as agreed with the members of the Board. Develop and maintain an understanding and knowledge of the broad spectrum of work areas the Director of Operations is responsible for, to maximise the support given and to support decision making. Receive, prioritise, and organise the appropriate action/ distribution of incoming and outgoing mail and monitoring and actioning as appropriate e-mails received by the Directors. Work closely and effectively with the Directors to keep him/her well informed of upcoming commitments, following up appropriately where availability or diary commitments change. Organise 1-1s, annual appraisals for direct reports to the Board and Directors, including the coordination of GP ones to ones across the group, ensuring all GPs have one to ones with the board, Salaried GPs quarterly, Partners annually. To undertake research related to business planning, operational activities of the Group and its development projects; prepare reports, responses, and information as required. To draft letters, reports, presentations, and other documents for approval/amendment. Responsible for the coordination for the Group wide Policy Library, ensuring a monthly review of new or update policies takes place, alerting amendments to the senior responsible person, updating policy and process documents, linking related documents, supporting a regularly review of processes in line with organisation Governance Process. Maintenance of data filing systems in both electronic and hard copy and the provision of information as required to support the effective management of the business in connection to this role. Support the review and submission of practice partnership documents, contracts, CQC registrations and other group wide correspondence as required. Compile and coordinate papers for key projects such as tender bids and CQC inspections. Acting as administration coordinator on such projects, supporting the development of agenda and action logs, ensuring paperwork available, preparing documents for submission as required. Prepare and keep up to date a Risk Register for the Beacon Board and Partners, ensuring all risks identified are logged and updated. To be responsible for handling telephone and other communications with sensitivity and confidentiality using personal judgement and acquired knowledge to assess each situation and to deal with accordingly. To ensure systems are in place to deliver a high standard of communications to build and maintain good working relationships. To undertake and ensure Travel arrangements for the members of the Board and are communicated in a timely way. Purchase items for the Board when instructed using the company credit card. Maintaining receipts to forward to the finance department. To meet and greet visitors and act as the first point of contact, receiving telephone calls, emails, responding efficiently and promptly to queries and ensuring that appropriate priority is given to urgent queries/matters. Ensuring at all times to promote a professional and customer-focussed image of the Practice. To be responsible for handling telephone and other communications with sensitivity and confidentiality using personal judgement and acquired knowledge to assess each situation and to deal with accordingly. Coordination of Business meetings and staff welfare event planning, such as half day closures; ensuring required paperwork and approvals are in order and venue arrangements made. To be responsible for coordination of event planning within budget as delegated by the Director of Finance To be responsible for your own continuing self-development, undertaking training as appropriate. To be an advocate for the Beacon Medical Group and to promote the aims of the organisation. To undertake other duties and responsibilities commensurate with the status of the post as may from time to time be required. Must be able to work flexible hours. Relationship with others To maintain external relationships with key stakeholders, including NHS Commissioners, Trusts, ICB, NHS England, CQC, Health Education England and the Beacon Medical Group Partnership and Management Team To help identify new opportunities to improve the quality, service and delivery of the administration process and seek opportunities for improvement. To become an effective point of contact for enquiries, for the Directors, Board members Head of Operations Manager and Managing Partner. Health and Safety Ensure all members of staff comply with the Groups health and safety policy. Carry out risk assessments to comply with current Health and Safety legislation. Ensure any health and safety concerns are reported to the Operations Manager To be aware of and adhere to applicable practice rules, regulations, legislation and procedures, national legislation (Health and Safety, COSHH, Data Protection). Equality and Diversity The post-holder will support the equality, diversity and rights of patients, carers, and colleagues. Act in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with group processes and policies and current legislation. Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues. Behaving in a manner that is welcoming, non-judgemental and respects the individuals circumstances, feelings, priorities, and rights. The details contained in this job description are not exhaustive and may change as the post develops. Governance: Identify and record risks and issues, developing contingency plans with service and contract leads. Ensure the PCN is compliant with health and safety policies and procedures to reflect current best practice. Ensure that the PCN board and Clinical director adhere to the governance structure as set out in the network agreement. Confidentiality: To maintain confidentiality of information acquired in the course of undertaking duties for the practice.