Executive Assistant

Job responsibilities

Duties and Responsibilities

Administrative Support:

Manage complex and dynamic diaries, including scheduling, organising, and maintaining appointments for both internal and external engagements.

Complete administrative tasks such as creating documents, presentations, and reports using software including Word, Excel, PowerPoint, and Outlook.

Prepare for meetings by coordinating agendas and materials in advance, including facilitating virtual and hybrid meetings.

Record accurate meeting minutes, organise board agendas, and maintain actionable follow-up logs.

Communication Management:

Serve as the first point of contact for incoming communications, including telephone calls, emails, and post, responding on behalf of Directors where appropriate.

Manage and appropriately redirect queries, ensuring timely responses and resolutions.

Welcome and facilitate visits from external and internal stakeholders.

Travel & Logistics Coordination:

Organise and manage travel arrangements, including booking transportation and accommodations.

Ensure all logistical arrangements are streamlined and meet the Directors' schedules.

Records & Documentation:

• Maintain efficient record-keeping and filing systems, ensuring timely retrieval of papers for meetings or appointments.
• Monitor and update administrative processes to improve efficiency and quality.

Stakeholder Engagement:

Facilitate clear communication and coordination between Member Practices and Nimbuscare staff, including occasional travel to member sites when necessary.

Build and nurture relationships with key stakeholders, including healthcare professionals and organisational partners.

Business Responsibilities:

Uphold and promote the ethos and culture of Nimbuscare and the practices served.

Positively represent the organisation in all interactions.

Contribute to resource rationalisation and operational efficiency initiatives.

Participate in in-house educational and staff meetings to support team development.

Support the planning and implementation of new processes to optimise organisational quality and effectiveness.

Safeguarding:

• Be responsible for and committed to safeguarding and promoting the welfare of vulnerable adults, children and young people and for ensuring that they are protected from harm.
• Be aware of your duties and responsibilities regarding current legislation and adhere to our policies and procedures on Child Protection and Safeguarding Adults.
• Recognise the types and signs of abuse and neglect.
• Ensure the Safeguarding Lead is alerted to, and kept fully informed of, any concerns you may have in relation to safeguarding adults, children, and young people.

Learning and development:

You will participate in any training programme implemented by Nimbuscare Limited as part of this employment, such training to include:

• Participation in individual performance reviews, including maintaining a record of own personal and/or professional development.

• Working in conjunction with senior management, assess own learning needs and undertake learning as appropriate.
• Develop and utilise a written Personal Development Plan.
• Make effective use of learning opportunities within and outside the workplace, evaluating their effectiveness and feeding back relevant information.
• Disseminate learning and information gained to other team members in order to share good practice and inform others about current and future developments.
• Undertake mandatory and statutory training as required.

Team working:

• Understand own role and scope in the organisation and identify how this may develop over time.
• Work as an effective and responsible team member, supporting others and exploring the mechanisms to develop new ways of working.
• Prioritise own workload and ensure effective time management strategies are embedded in own practice.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Participate and support local projects as agreed with the Board.
• Delegate clearly and appropriately, adopting the principles of safe practice and assessment of competence of those taking on delegated duties.

Confidentiality:

• While seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
• In the performance of the duties outlined in this Job Description, you may have access to confidential information relating to staff and patients. You may also have access to information relating to Nimbuscare Limited as a business organisation. All such information from any source is to be regarded as strictly confidential.
• Information relating to patients, colleagues, other healthcare workers or the business of Nimbuscare Limited may only be divulged to authorised persons in accordance with Nimbuscare Limited policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

You will assist in promoting and maintaining your own and others health, safety and security as defined in the Nimbuscare Limited Health & Safety Policy, to include:

• Using personal security systems within the workplace according to guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Reporting potential risks identified.

Equality and Diversity:

You will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Nimbuscare Limited procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Quality:

The post-holder will strive to maintain quality within Nimbuscare Limited, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Effectively manage own time, workload, and resources.
• Work within own limitations and experience.
• Be aware of and cooperate with audit.

• Work effectively with individuals in other agencies to meet patients needs.
• Always portray a professional image.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate effectively with other team members.
• Communicate effectively with service users and carers.
• Recognise peoples needs for alternative methods of communication and respond accordingly.

Other:

This job description is neither exhaustive nor exclusive and will be reviewed periodically in conjunction with you. You are required to carry out any duties that may reasonably be requested by the Directors. You will need to be flexible in developing the role to provide the best possible care to patients

Physical Requirements

Essential

• Able to undertake the requirements of the post.
• Ability to work flexible hours as required.
• Reliable.

Desirable

• Excellent attendance
• record

Other

Essential

• Access to own vehicle for business purposes.

Experience

Essential

• Minimum 2 years' experience in similar role/administrative/diary management role
• Ability to work to high standards of accuracy.
• Ability to multi-task and work with an unpredictable work pattern with changing priorities throughout the day.
• Excellent attention to detail.
• Excellent communication
• skills.
• Negotiation skills.
• Ability to problem solve independently.
• Basic finance skills.
• Computer literate with experience of using Microsoft packages such as Word, Excel and PowerPoint, as well as MS Teams and Zoom.
• Keyboard skills.
• Excellent customer service
• skills.
• Excellent telephone skills.
• Understand and observe strict
• confidentiality.
• Ability to meet targets and
• deadlines.

Desirable

• Experience of working within the NHS, general practice or other health and social care environment.

Competencies/Attributes

Essential

• Excellent written and verbal communication.
• Able to work autonomously.
• Work well under pressure.
• Able to work as a team
• member.
• Able to use own initiative.
• Be self-motivated.
• Able to listen and empathise.
• Hard working and willing.
• Flexible and adaptable, able to work according to changing needs.
• Enthusiastic.
• Commitment to personal development.

Qualifications

Essential

• Good general level of education with a minimum of GCSE Level in English and Maths.

Desirable

• Higher qualification in Business Administration or other relevant field.

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).