PA to CEO

Job description

Job responsibilities

Primary Duties & Areas of Responsibility

General

To provide a full range of confidential personal assistant support to the Chief Executive

To actively support the Chief Executive and wider Senior Management Team in the research, planning and delivery of projects and initiatives.

Diary Management

Actively manage the Chief Executives diary, prioritising as appropriate and maintaining a balance between meetings and working time

Assist Partners and the Senior management Team with diary management and meeting scheduling

Ensure that the Chief Executive has been briefed and has the required papers/documents for all appointments.

Meeting Management

Liaise with colleagues internally and externally to schedule meetings

Plan and arrange meetings including venues, refreshments, equipment and resources

Attend meetings and ensure the smooth running of all arrangements and equipment

Take minutes and circulate within required timeframes

Maintain action logs, assign action items, chase up progress on actions agreed, and complete own follow-up actions

Implement a forward-planning system to ensure an effective business cycle for Management Board meetings

Prepare agendas and meeting papers, including those for monthly Management Board meetings

Request and organise information/reports required from other colleagues for inclusion in meeting papers

Communication

Act as the first point of contact for communication with the Chief Executive, taking responsibility for phone calls, e-mails, post and visitors

Signpost queries to appropriate team members and, where appropriate, answer queries on behalf of the Chief Executive

Implement systems to ensure appropriate and timely responses to all correspondence and requests for information

Apply effective systems for email inbox management

Reply to routine correspondence ensuring a swift, professional and friendly response

Type and prepare documents, correspondence, reports and presentations. This will include working with outline information, completing additional research and determining how best to present information for the relevant audience.

Research, collate, analyse and summarise information to assist the Chief Executive, Senior Management Team and Management Board

Manage practice-wide communications ensuring consistency of messaging, style and content

Write regular internal email updates/newsletters

Update the Holderness Health website

Add posts to Holderness Health social media

Organise practice events

Office & Business Management

Contribute to the development and implementation of digital storage systems, ensuring that staff are aware of and complying with the filing system

Organise the CEOs library of papers and documents ensuring that items are appropriately filed and easily retrievable

Arrange business travel and accommodation

Arrange purchasing/procurement of items as required

Prepare and implement document review, archiving and destruction schedules

Ensure that documents utilised and produced comply with agreed corporate standard/template and that use of documents such as the practice letterhead are consistently updated

Maintain practice Register of Interests

Assist with organisational performance reporting requirements in line with the strategic plan, including producing data analysis reports

Project Management

Contribute towards projects being undertaken by the CEO, Senior Management Team and Partners, providing organisational support as necessary

Co-ordinate the setting up of internal project groups for specific tasks, providing support to ensure all systems and processes are in place, including those for recording and monitoring progress.

Complaints

Act as a first point of contact for complaints, effectively co-ordinating the internal investigation and communication with patients

Work closely with the Head of Patient Services and Patient Services Manager to continually improve the practice response to complaints

Other

Use initiative and judgement to act within broad guidelines to ensure that the Chief Executives office runs smoothly

Contribute to the development of plans and ideas generated by the Management Board and Senior Management Team

Support the Chief Executive in creating an inclusive and supportive culture in which diversity is valued and equality of opportunity is promoted in all aspects of the practices work

Comply with all health and safety requirements, actively identify concerns and bring these to the attention of the appropriate manager

Understand and implement practice Safeguarding policy, actively raising any concerns

Maintain a good level of understanding of the work of the practice including working priorities as set out in the Strategic Plan and be able to promote this both internally and externally

Embrace and embody Holderness Health's values in how the role is delivered, especially through collaborative working behaviours that help us ensure integrity and promote quality, respect and wellbeing in our work

Undertake any other duties commensurate with the scope of the role

Person Specification

Experience

Essential

• Experience of designing and implementing office systems and processes
• Experience of drafting correspondence, reports and other business documents
• Experience of working at Executive Secretary/PA level
• Significant experience of diary and inbox management
• Significant experience of minute-taking
• Experience of setting agendas, researching and preparing reports and maintaining action logs
• Experience of managing work which requires frequent change of tasks and focus to meet the changing priorities of the Chief Executive and Senior Management Team

Desirable

• Experience of working in a healthcare setting, ideally within General Practice
• Experience of undertaking research
• Experience of working in a distributed team based in a number of different locations
• Experience of managing projects
• Experience of managing social media/website content

Additional Criteria

Essential

• Advanced knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel
• Knowledge of Board level governance and procedures in relation to meetings, correspondence and decision-making
• Fast, accurate typing skills (Min. 60 wpm)
• Excellent written and verbal communication skills
• Effective time-management skills
• Excellent customer service skills and the ability to resolve problems
• Methodical and highly organised
• Confident and self-assured
• Willing to speak up in any setting and contribute to discussions
• Able to learn and adapt quickly
• Able to act with complete confidentiality and with regard to sensitivity of information
• Willing to travel as required for the role, including working from any of our 7 sites (Access to a car for work is therefore essential.)

Qualifications

Essential

• Educated to A level standard or equivalent

Desirable

• Business or administrative qualification

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Holderness Health

Address

Holderness Health

1501 Hedon Road

Hull

HU9 5NX

Employer's website

https://www.holdernesshealth.nhs.uk/ (Opens in a new tab)