Executive Assistant

Job description

Job responsibilities

Administrative responsibilities

Possess advanced IT skills and a good working knowledge in Outlook, Word, Excel, and PowerPoint.

To undertake ad hoc project work to meet operational needs.

Administration cover for absences when required and help with extraordinary workloads.

To support any PHD projects where necessary.

To support the aims and objectives of PHD and contribute to the ongoing development of the company as required.

Provide executive support to the Managing Director including diary management, meetings and papers.

Support the Board of Directors with governance administration.

Lead employment checks, onboarding/offboarding, and recruitment administration.

Provide project and business development support.

Maintain accurate organisational records and ensure confidentiality at all times

Contribute to our policy and compliance work

Meetings and events

Attend staff meetings.

To arrange meetings and maintain diaries, including finding available dates from all attendees, arranging venues, book facilities/equipment and refreshments. This includes regular meetings as well as larger scale workshops and events.

Information, data analysis and reporting

Work with managers to collate KPIs and performance data.

A requirement to collate and interpret data for the purpose of reporting to key stakeholders.

Working with team members in the collection of information for performance reporting on relevant team projects.

Planning and organising

To manage a demanding and reactive workload in a responsive way.

To work autonomously and in a proactive manner, identifying problems and proposing solutions and alternative courses of action.

Possess excellent organisation skills and to complete work in a timely and accurate manner.

Communication

Being a point of contact in the general office for all PHD staff and Directors.

Taking telephone calls using company protocols and use initiative to resolve issues for callers.

To undertake correspondence as required, this may be confidential and complex in nature.

To develop and maintain accurate and up to date distribution lists across large groups of stakeholders.

Information technology, governance and management systems

Have a working knowledge of IT software and hardware relevant to role.

Develop and maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team where appropriate.

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, company staff and other healthcare workers. They may also have access to information relating to the company as a business organisation. All such information from any source is to be regarded as strictly confidential.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the company Health & Safety Policy, Infection Control Policy and other related published procedures. This will include:

Using personal security systems within the workplace according to company 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

Actively reporting of health and safety hazards and infection hazards immediately when recognised

Keeping own work areas and general / patient areas generally clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holders role

Undertaking periodic infection control training (minimum annually)

Reporting potential risks identified

Demonstrate due regard for safeguarding and promoting the welfare of children.

Equality and Diversity

The post-holder 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 company 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.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the company as part of this employment, such training to include:

Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development

Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work

Quality

The post-holder will strive to maintain quality within the company, 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 enhance the teams performance

Work effectively with individuals in other agencies to meet patient needs

Effectively manage own time, workload and resources

Contribution to the Implementation of Services

The post-holder will:

Apply company policies, standards and guidance

Discuss with other members of the team how the policies, standards and guidelines will affect own work

Participate in audit where appropriate

Person Specification

Qualifications

Essential

• Educated to GCSE level

Experience

Essential

• Communication and relationship building
• strong organisational skills and attention to detail
• Experience in executive-level administration support
• Proficient in Microsoft office tools
• Experience with recruitment administration and HR processes.
• Ability to manage confidential information appropriately.
• Excellent written and verbal communication

Desirable

• Experience in NHS, primary care, or VCSE environment.
• Experience with governance or board support.
• Familiarity with KPI or performance data.
• Interest in business development or organisational improvement.

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

Primary Healthcare Darlington

Address

Forsyth House

20 Woodland Road

Darlington

County Durham

DL3 7PL

Employer's website

https://primaryhealthcaredarlington.co.uk/ (Opens in a new tab)