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Heartbeat Primary Care CIC

Executive Assistant

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This job is now closed

Job summary

We have an exciting opportunity for an Executive Assistant (EA) to join our team. The EA will support the Executive Director (ED) which is a critical role within the organisation. The Executive Director is responsible for leading and managing the organisation, and the Executive Assistant will be vital in supporting them in their role, to lead and manage effectively. Within a small business the role is likely to be diverse, you will be responsible for providing high quality, proactive and efficient administrative and business management support to both the ED and the board.

The position is for 30 hours per week, however, full time will be considered.

Interview date: 7th January 2025.

Main duties of the job

Providing high quality, proactive administrative and business management support to the Executive Director and the Heartbeat Board, supporting them to undertake their functions efficiently and effectively. This will include the provision of first class diary management, arranging and ensuring effective preparation for meetings and undertaking company secretary duties.

About us

Heartbeat Primary Care CIC is a GP federation servicing 16 practices across the localities of Hambleton and Richmondshire. It was formed in 2014 to facilitate and encourage joint working between practices and with other partners. It has forged close working relationships with all member practices across the locality and continue to support the development of relationships across primary care.

Details

Date posted

20 November 2024

Pay scheme

Other

Salary

Depending on experience Competitive salary

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

C0003-24-0015

Job locations

Evolution Business Centre

Darlington Road

Northallerton

DL9 2NQ


Job description

Job responsibilities

The role includes being responsible for meeting management within diaries. In doing so, you will exercise extensive autonomy, taking a proactive approach to organising meetings, working closely with a range of internal and external stakeholders. This will frequently demand juggling multiple commitments, prioritising, making informed judgements and understanding the needs and priorities of the ED in order to make the most effective use of their time.

The role involves supporting the ED and other key personnel to be well prepared for their meetings, where necessary commissioning briefing, papers or other materials. You may deal with incoming correspondence, maintain an effective electronic and, where necessary, hard copy filing system, and provide meeting support, including minute taking, for several key functions across the business.

You will be responsible for managing company secretary functions including keeping shareholder information up to date and filing necessary statutory documents when required.

In times of absence within key corporate functions such as finance and HR there may be the requirement to offer administrative support to those functions. The Executive Assistant will support colleagues with regards to social media presence and ensure our website is kept up to date.

The role involves high levels of responsibility. You will provide support across a range of complex and sometimes high-profile issues. As such, you will need to be able to maintain confidentiality at all times and act with appropriate discretion.

Throughout employment the post holder will be expected to follow our core values:

Professional - We take ownership and pride in delivering a supportive and high-quality service

Trusted - We are open and transparent and deliver on our promises

Supportive - We care about patients and one another. We value collaboration, helping and empowering others

Job description

Job responsibilities

The role includes being responsible for meeting management within diaries. In doing so, you will exercise extensive autonomy, taking a proactive approach to organising meetings, working closely with a range of internal and external stakeholders. This will frequently demand juggling multiple commitments, prioritising, making informed judgements and understanding the needs and priorities of the ED in order to make the most effective use of their time.

The role involves supporting the ED and other key personnel to be well prepared for their meetings, where necessary commissioning briefing, papers or other materials. You may deal with incoming correspondence, maintain an effective electronic and, where necessary, hard copy filing system, and provide meeting support, including minute taking, for several key functions across the business.

You will be responsible for managing company secretary functions including keeping shareholder information up to date and filing necessary statutory documents when required.

In times of absence within key corporate functions such as finance and HR there may be the requirement to offer administrative support to those functions. The Executive Assistant will support colleagues with regards to social media presence and ensure our website is kept up to date.

The role involves high levels of responsibility. You will provide support across a range of complex and sometimes high-profile issues. As such, you will need to be able to maintain confidentiality at all times and act with appropriate discretion.

Throughout employment the post holder will be expected to follow our core values:

Professional - We take ownership and pride in delivering a supportive and high-quality service

Trusted - We are open and transparent and deliver on our promises

Supportive - We care about patients and one another. We value collaboration, helping and empowering others

Person Specification

Experience

Essential

  • Previous administration experience in a similar role working with a senior team, such as a board of directors.

Desirable

  • Experience of working in healthcare/NHS
  • Customer service experience

Personal Attributes

Essential

  • Professional standards Flexible and adaptable
  • Team player
  • Self-motivated & enthusiastic
  • Tactful and diplomatic
  • Excellent communicator

Knowledge and Skills

Essential

  • Professional manner
  • Excellent written and verbal communication skills
  • Computer literate
  • Full clean driving licence
  • Excellent attention to detail
  • Knowledge of MS Office, including Outlook and excel

Desirable

  • Understanding of company secretarial functions
  • Experience using Teams to organise and host remote conference/meetings
  • Experience minuting meetings
Person Specification

Experience

Essential

  • Previous administration experience in a similar role working with a senior team, such as a board of directors.

Desirable

  • Experience of working in healthcare/NHS
  • Customer service experience

Personal Attributes

Essential

  • Professional standards Flexible and adaptable
  • Team player
  • Self-motivated & enthusiastic
  • Tactful and diplomatic
  • Excellent communicator

Knowledge and Skills

Essential

  • Professional manner
  • Excellent written and verbal communication skills
  • Computer literate
  • Full clean driving licence
  • Excellent attention to detail
  • Knowledge of MS Office, including Outlook and excel

Desirable

  • Understanding of company secretarial functions
  • Experience using Teams to organise and host remote conference/meetings
  • Experience minuting meetings

Employer details

Employer name

Heartbeat Primary Care CIC

Address

Evolution Business Centre

Darlington Road

Northallerton

DL9 2NQ


Employer's website

https://www.weareheartbeat.org/ (Opens in a new tab)

Employer details

Employer name

Heartbeat Primary Care CIC

Address

Evolution Business Centre

Darlington Road

Northallerton

DL9 2NQ


Employer's website

https://www.weareheartbeat.org/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Tracey Teasdale

tracey.teasdale@nhs.net

Details

Date posted

20 November 2024

Pay scheme

Other

Salary

Depending on experience Competitive salary

Contract

Permanent

Working pattern

Full-time, Part-time

Reference number

C0003-24-0015

Job locations

Evolution Business Centre

Darlington Road

Northallerton

DL9 2NQ


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