Job responsibilities
1.
Job Summary
To
provide effective administrative support to the Chief Executive and Senior
Management Team and ensure the smooth running of all administrative functions
relating to the Management Board.
The
role includes diary management, meeting planning and organisation, minute
taking, correspondence, complaint handling, office management and a range of
other administrative tasks on a regular or as needed basis. Working closely with the Chief Executive,
this is a varied role which will suit someone who demonstrates initiative and
is confident operating autonomously.
2.
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 Healths 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
3.
Job Description Agreement
This job description is
intended to provide an outline of the key tasks and responsibilities only.
There may be other duties required of the post-holder commensurate with the
position. This description will be open to regular review and may be amended to
take account of developments within the Practice and role. All members of staff
should be prepared to take on additional duties or relinquish existing duties to
help maintain the efficient running of the Practice.
This job description is
intended as a basic guide to the scope and responsibilities of the post and is
not exhaustive. It will be subject to regular review and amendment as necessary
in consultation with the post holder.
4.
Additional Information
The following additional
requirements relate to this role:
OTHER REQUIREMENTS
Driving Licence Access to own transport for
business travel is essential.
Travel Mainly based at the practices
administrative hub (HU9) but this may be subject to change in the
future. Regular travel between and a
willingness to work at any of the practices 7 sites is essential. Wider travel across Yorkshire or further
afield may be required on occasion. Business mileage expenses will be
reimbursed. Commuting mileage (to/from
working location at the start and end of the day) is not reimbursed.
Flexible Working The willingness and ability to work
flexibly, adjusting normal working hours to meet business need when required. The
role will require attendance at Management Board meetings which means at 8am
start on the first Monday of each month.
There will also be occasional evening and weekend work to accommodate
patient or partner meetings and operational priorities such as flu season.
DBS Check A satisfactory DBS check will be required
before starting in post.
