Job summary
Job title: Executive Assistant
Responsible to: Chief Executive
Location:Sunderland Head Office
Salary:Up to £34,969.44 pa depending upon experience (pro-rata
for part-time)
Contract Type: Permanent
Hours: Full time Hours (37.5), part-time considered
33 days annual leave + bank holidays, pension and additional employee
benefits
Main duties of the job
To support the CEO in
the successful delivery of company objectives through providing and maintaining
effective administration assistance. Providing a comprehensive, high quality,
confidential and personal assistant service to the Chief Executive and, where
appropriate, other members of the Senior Management Team to ensure their time
is used effectively and efficiently to maximise productivity.
The post-holder will
provide full secretarial and administrative support, including complex diary
management, preparation of key reports and presentations, coordinating
meetings, minute taking, booking relevant courses and making cost effective travel
arrangements.
The post-holder will
think creatively and work collaboratively as well as having an analytical
mindset to support the business with ad hoc projects including the
identification of, and response to, business development opportunities.
About us
We have a fantastic
opportunity for an Executive Assistant to join Sunderland GP Alliance Ltd. We are listed in The Sunday Times Best
Places to Work for 2025 which is based upon what our people say it is like to
work here. We have a friendly,
supportive culture and this role can create personal development and career
opportunities for the right person as you work alongside the Chief Executive
and other senior leaders across the business.
You should be a proactive
and emotionally intelligent individual who thrives in a fast paced environment. You will be confident in managing competing
priorities with discretion and professionalism.
Of course you will have exceptional
communication skills and a meticulous attention to detail. We welcome you being tech savvy with a
curiosity of how A.I. can change the executive and administration landscape.
We look forward to hearing
from you.
Sunderland GP Alliance is a not-for-profit collaboration of GP practices in Sunderland.
All GP Practices in Sunderland are members of the organisation, covering approximately 285,000 patients.
The Alliance also runs three practices in Washington (Monument Surgeries), South Hylton and New Silksworth.
Job description
Job responsibilities
Personal Assistant Support
Provide full Executive Assistant
support to include:
- Preparation of routine and advanced correspondence, and monitor and/or
chase progress of responses, flagging potential delays or potential issues as
appropriate.
- Use initiative in determining the appropriate action to be taken when
receiving complex queries and demonstrate an understanding of the appropriate
priority.
- Devise and maintain office systems, including data management and
filing.
- Arrange cost effective travel, parking and accommodation as appropriate.
- Screen phone calls, enquiries and requests, and handle them when
appropriate.
- Meet and greet visitors at all levels of seniority.
- Organise and maintain electronic diaries, and make appointments where
required
- Deal with incoming email and post.
- Liaising with partners, stakeholders, and colleagues as appropriate.
Meeting Management
- Coordinate meetings and provide general administrative support including
organising diaries, booking rooms, arranging audio visual equipment, and any
refreshments as and when required.
- Prepare for meetings by issuing agendas, minutes and other supporting
documentation in a timely manner, liaising with attendees to obtain papers and
reports as required, ensuring that papers for meetings are prepared to a
standardised format.
- Attend meetings to take accurate minutes and/or action logs.
- Undertake all of the above for a range of both organisational and
system-wide meetings.
Strategic Business Support
Utilising the knowledge and experience
gained whilst attending a range of high-level meetings the Executive Assistant
will provide broader support to the Chief Executive including, but not limited
to:
- Preparing presentations for the Chief Executive for senior meetings,
conferences, and other engagements.
- Assist with drafting business plans, project plans and other documents
as required.
- Supporting with new business development by monitoring the wider
environment, such as procurement websites, for relevant opportunities, relating
these to the organisations wider strategic objectives and understanding which
are suitable for further investigation.
- Working with senior managers to project manage the development of tender
responses, business cases, or other appropriate documentation, and assisting
with the completion of the same where appropriate.
- Coordinating projects as required and undertaking specific projects as
mutually agreed with the CEO.
Confidentiality
- In the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to patients
and their carers, Practice staff and other healthcare workers. All such information from any source is to be
regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare
workers or the business of the Alliance may only be divulged to authorized
persons in accordance with the Alliances policies and procedures relating to
confidentiality, and the protection of personal and sensitive data.
Health & Safety
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the Alliances Health & Safety
Policy to include:
- Identifying the risk involved in work activities and undertaking such
activities in a way that manages those risks.
- Ensuring that all accidents or dangerous accidents are reported and investigated
and follow up action taken where necessary.
Equality and Diversity
The
post-holder will support the quality, diversity and rights of patients, carers
and colleagues to include:
- Acting in a way that recognizes the importance of peoples rights,
interpreting them in a way that is consistent with 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-judgemental and respects their circumstances, feelings, priorities and
rights.
Quality
The
post-holder will strive to maintain quality within the Alliance, 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.
- Contribute to the effectiveness of the team by reflecting on own and
team activities and making suggestions on ways to improve and enhanced the
teams performance.
- Work effectively with individuals in other agencies to meet patients
needs.
- Effectively manage own time, workload and resources.
Communication
The post-holder
should recognize the importance of effective communication within the team and will
strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and
respond accordingly.
Job description
Job responsibilities
Personal Assistant Support
Provide full Executive Assistant
support to include:
- Preparation of routine and advanced correspondence, and monitor and/or
chase progress of responses, flagging potential delays or potential issues as
appropriate.
- Use initiative in determining the appropriate action to be taken when
receiving complex queries and demonstrate an understanding of the appropriate
priority.
- Devise and maintain office systems, including data management and
filing.
- Arrange cost effective travel, parking and accommodation as appropriate.
- Screen phone calls, enquiries and requests, and handle them when
appropriate.
- Meet and greet visitors at all levels of seniority.
- Organise and maintain electronic diaries, and make appointments where
required
- Deal with incoming email and post.
- Liaising with partners, stakeholders, and colleagues as appropriate.
Meeting Management
- Coordinate meetings and provide general administrative support including
organising diaries, booking rooms, arranging audio visual equipment, and any
refreshments as and when required.
- Prepare for meetings by issuing agendas, minutes and other supporting
documentation in a timely manner, liaising with attendees to obtain papers and
reports as required, ensuring that papers for meetings are prepared to a
standardised format.
- Attend meetings to take accurate minutes and/or action logs.
- Undertake all of the above for a range of both organisational and
system-wide meetings.
Strategic Business Support
Utilising the knowledge and experience
gained whilst attending a range of high-level meetings the Executive Assistant
will provide broader support to the Chief Executive including, but not limited
to:
- Preparing presentations for the Chief Executive for senior meetings,
conferences, and other engagements.
- Assist with drafting business plans, project plans and other documents
as required.
- Supporting with new business development by monitoring the wider
environment, such as procurement websites, for relevant opportunities, relating
these to the organisations wider strategic objectives and understanding which
are suitable for further investigation.
- Working with senior managers to project manage the development of tender
responses, business cases, or other appropriate documentation, and assisting
with the completion of the same where appropriate.
- Coordinating projects as required and undertaking specific projects as
mutually agreed with the CEO.
Confidentiality
- In the performance of the duties outlined in this job description, the
post-holder may have access to confidential information relating to patients
and their carers, Practice staff and other healthcare workers. All such information from any source is to be
regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare
workers or the business of the Alliance may only be divulged to authorized
persons in accordance with the Alliances policies and procedures relating to
confidentiality, and the protection of personal and sensitive data.
Health & Safety
The
post-holder will assist in promoting and maintaining their own and others
health, safety and security as defined in the Alliances Health & Safety
Policy to include:
- Identifying the risk involved in work activities and undertaking such
activities in a way that manages those risks.
- Ensuring that all accidents or dangerous accidents are reported and investigated
and follow up action taken where necessary.
Equality and Diversity
The
post-holder will support the quality, diversity and rights of patients, carers
and colleagues to include:
- Acting in a way that recognizes the importance of peoples rights,
interpreting them in a way that is consistent with 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-judgemental and respects their circumstances, feelings, priorities and
rights.
Quality
The
post-holder will strive to maintain quality within the Alliance, 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.
- Contribute to the effectiveness of the team by reflecting on own and
team activities and making suggestions on ways to improve and enhanced the
teams performance.
- Work effectively with individuals in other agencies to meet patients
needs.
- Effectively manage own time, workload and resources.
Communication
The post-holder
should recognize the importance of effective communication within the team and will
strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise peoples needs for alternative methods of communication and
respond accordingly.
Person Specification
Qualifications
Essential
- GCSE or equivalent in Mathematics and English.
- Proficient in the use of Microsoft Office Suite and tech curious.
Desirable
- Trained in the requirements of GDPR.
Experience
Essential
- Excellent communication skills (written and verbal).
- Proven experience in administrative work, managing a busy workload being able to prioritise and maintain efficient workflows.
- Experience of handling confidential information with discretion.
- Experience of collaborating with others and creating productive working relationships.
- Proven experience of problem solving. Able to trouble shoot issues and make decisions independently.
- Ability to handle telephone queries and understand when to involve others.
- Ability to take accurate notes and record minutes.
Desirable
- Experience of coordinating projects
Other
Essential
- Full, valid driving licence and use of own car, also demonstrable business insurance use valid policy
Motivation and Skills
Essential
- Ability to work effectively and collaboratively within a team and on own initiative.
- Ability to be flexible and adapt to changing and challenging circumstances.
Person Specification
Qualifications
Essential
- GCSE or equivalent in Mathematics and English.
- Proficient in the use of Microsoft Office Suite and tech curious.
Desirable
- Trained in the requirements of GDPR.
Experience
Essential
- Excellent communication skills (written and verbal).
- Proven experience in administrative work, managing a busy workload being able to prioritise and maintain efficient workflows.
- Experience of handling confidential information with discretion.
- Experience of collaborating with others and creating productive working relationships.
- Proven experience of problem solving. Able to trouble shoot issues and make decisions independently.
- Ability to handle telephone queries and understand when to involve others.
- Ability to take accurate notes and record minutes.
Desirable
- Experience of coordinating projects
Other
Essential
- Full, valid driving licence and use of own car, also demonstrable business insurance use valid policy
Motivation and Skills
Essential
- Ability to work effectively and collaboratively within a team and on own initiative.
- Ability to be flexible and adapt to changing and challenging circumstances.
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.
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).
Additional information
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.
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).
