Job responsibilities
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.
