Executive Assistant

Job description

Job responsibilities

Executive Assistant

Initially 6 months subject to review

Key Responsibilities:

• Administrative Support: Provide comprehensive and professional administrative support to the GPSU team.
• Diary Management: Manage diaries, ensuring efficient scheduling and organisation.
• Meeting Coordination: Organise meetings, including booking rooms and preparing agendas.
• Payment Processing: Handle payment processing and related administrative tasks.
• Correspondence Management: Deal with correspondence, ensuring timely and professional responses.
• Project Support: Assist with new clinical projects, providing administrative support as needed.
• Data Management: Manage data and information safely and securely.
• Event Assistance: Help organise and support events, including staff meetings and team-building activities.

Opportunities:

• Develop effective systems and processes.
• Contribute to the growth and success of GPSU.
• Engage in diverse and varied work tasks.
• Potential for multiple roles based on organisational needs and individual skills.

Communication:

• Communicate effectively using written, verbal, email, and telephone skills.
• Liaise closely with staff, service users, and stakeholders, maintaining a pleasant, professional, and helpful manner.
• Exercise confidentiality, empathy, discretion, and diplomacy when communicating by telephone or face-to-face.

Planning & Organisational Skills:

• Organise day-to-day work tasks, prioritising to meet agreed deadlines.
• Undertake work prioritised by the Line Manager.
• Plan and organise straightforward tasks.
• Arrange meetings regularly.
• Participate in system-wide training.

Analytical & Judgment Skills/Freedom to Act:

• Work autonomously within the team.
• Make judgments involving data or situations, some requiring analysis.
• Work with minimal supervision daily, receiving support as required.
• Problem-solve within given areas of responsibility.
• Deal with issues promptly and appropriately as they arise.
• Recognise situations that should be escalated to the Line Manager.
• Use initiative and act independently regarding diary management, travel arrangements, and make appropriate decisions considering financial and logistical factors.
• Assess and evaluate priorities to meet changes in demand.
• Work unsupervised and without direction occasionally, while recognising the need to refer to others for support/guidance when required.

Working Conditions / Effort:

• Extensive VDU use.
• Manage periods of intense concentration, particularly when transcribing minutes/notes/actions.
• Handle frequent interruptions.
• Light physical effort, e.g., moving/carrying stationery, transporting material to meetings.
• Flexible working, combining home and office as appropriate and subject to agreement.
• Occasionally required to have difficult conversations with peers in external organisations.
• Occasionally exposed to difficult/uncomfortable situations, including clinical issues.

Policy & Service Requirements:

• Work collaboratively and effectively as part of an integrated team.
• Stay up to date with National and Local legislation, guidelines, policies, procedures, protocols, and code of conduct related to the role.
• Participate in and contribute to the effective introduction of new systems and initiatives leading to the improvement and development of patient services.

Responsibility for Financial & Physical Resources:

• Have a personal duty of care for all equipment and resources used.

Generic Responsibilities:

• This post is subject to continual development. The job description is intended as a guide to the key responsibilities and duties of the post. It is not inclusive of all duties, and you may be required to provide additional support at the request of the line manager.

Person Specification

Qualifications

Essential

• Qualification or equivalent experience in
• Administration E Verification of qualifications
• Good General Education, GCSE English & Maths 4-9 (A-C)

Knowledge/Skills

Essential

• Excellent communication skills both written & verbal.
• Advance Keyboard Skills
• Ability to manage and prioritise own and other workload and use own initiative to meet tight deadlines
• Good Organisation skills and ability to multitask
• Good time management
• Good knowledge and understanding of office procedures.
• Ability to take and transcribe notes of meetings in a timely manner. Ability to deal professionally with enquires from staff, service users and stakeholders.
• Understand Confidentiality and apply the principles in everyday working practice. Work effectively as a team member

Experience

Essential

• Experience of working with a range of Microsoft office packages
• Experience in using difference IT Systems
• Working in a demanding environment
• Experience in Organising meetings, taking minutes and actions.

Desirable

• Experience in working in healthcare.

Training & Communication

Essential

• Willing to undertake any mandatory training requested by GPSU.
• Willing to under any training associated with the role, as identified by your line manager
• Ability to communicate clearly with an engaging manner.
• Capable of constructing and delivering clear information/instructions to staff and service users
• Ability to hold and sustain internal and external relationships.

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

GPSU - General Practice Support Unit

Address

GPSU Ltd

Elliott House, George Smith Way

Yeovil

Somerset

BA22 8QR

Employer's website

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