Job Summary
Job title: Executive Assistant
Responsible to: Chief Executive
Location: Sunderland - location between BIC Head Office and SGPA Practices
Salary: £30-35,000 depending on experience, per annum (pro-rata if PT)
Contract Type: Permanent
Hours: Full time Hours (37.5), part-time considered
Due to the nature of General Practice, it is occasionally necessary to hold meetings outside of standard working hours, particularly in the early evening. Some flexibility will be required of the post-holder to support such meetings.
Main duties of the job
To support the CEO and Senior Management Team in the successful delivery of company objectives through providing and maintaining effective administration assistance. Providing a comprehensive, high-quality, confidential administration and personal assistant service to the Chief Executive and Senior Management Team to ensure that 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 travel arrangements.
About Us
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:
1. Preparation of routine and advanced correspondence and monitor and/or chase progress of responses, flagging potential delays or potential issues as appropriate.
2. Use initiative in determining the appropriate action to be taken when receiving complex queries and demonstrate an understanding of the appropriate priority.
3. Devise and maintain office systems, including data management and filing.
4. Arrange travel, parking and accommodation as appropriate.
5. Screen phone calls, enquiries and requests and handle them when appropriate.
6. Meet and greet visitors at all levels of seniority.
7. Organise and maintain electronic diaries and make appointments where required.
8. Deal with incoming email and post.
9. Liaising with partners, stakeholders and colleagues as appropriate.
Meeting Management
1. Coordinate meetings and provide general administrative support including organising diaries, booking rooms, arranging audio visual equipment and any refreshments as and when required.
2. 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.
3. Attend meetings to take accurate minutes and/or action logs.
4. Undertake all of the above for a range of both organisational and system-wide meetings.
Strategic Business Support
1. 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 and Senior Management Team including, but not limited to -
2. Preparing presentations for the Chief Executive for senior meetings, conferences and other engagements.
3. Assist with drafting business plans, project plans and other documents as required.
4. 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.
5. 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.
6. Coordinating projects as required and undertaking specific projects as mutually agreed with the CEO and Senior Management Team.
Other Responsibilities
1. Provide ad hoc administrative support to SGPA Board Members, including arranging travel and training.
2. Assist with the management of SGPA's head office and provide cover for other members of the administrative team during periods of absence.
3. Being the point of contact for the head office's landlord on all office management issues.
4. Undergo annual appraisals and to self-monitor mandatory training ensuring 100% compliance on an annual basis.
5. Propose and develop policies and procedures within own area to improve efficiency and effectiveness.
6. Carry out any other duties as may reasonably be required by their line manager.
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 authorised persons in accordance with the Alliance's 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 Alliance's Health & Safety Policy To Include:
1. Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.
2. 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:
1. Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with current legislation.
2. Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
3. 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:
1. Alert other team members to issues of quality and risk.
2. Assess own performance and take accountability for own actions, either directly or under supervision.
3. Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
4. Work effectively with individuals in other agencies to meet patients' needs.
5. Effectively manage own time, workload and resources.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
1. Communicate effectively with other team members.
2. Communicate effectively with patients and carers.
3. Recognise people's needs for alternative methods of communication and respond accordingly.
Person Specification
Qualifications Essential
* Educated to GCSE with a minimum of Grade 4 (C) or above in English and Maths
Desirable
* Educated to Degree level
* Shorthand qualification
* Audio typing qualification
* Administration qualification
Experience Essential
* Experience of working in a Personal Assistant/ Executive Assistant role
* Experience of working in a busy office environment
* Experience of minute taking
* Proficient in the use of Microsoft Office packages especially Outlook, Word, Excel and PowerPoint
Desirable
* Previous experience of working within the NHS
* Previous experience of working in an Executive Assistant or PA role in a corporate environment
* Previous experience of monitoring and responding to new business opportunities
* Experience of working in a federation with multiple stakeholders
Other Essential
* Able to travel between various locations
* Understands the principles of equality and diversity
* A firm commitment to CPD
* An understanding of the importance of maintaining confidentiality
* UK driving licence
* UK work permit (if required)
Motivation and Skills Essential
* Excellent organisational and prioritisation skills, ensuring deadlines are met within a busy office environment
* Ability to develop effective working relationships with all levels of employees across SGPA.
* Effective problem-solving skills
* Excellent communication skills using a variety of communication methods
* Ability to deal with high pressure and conflict situations
Desirable
* Experience of working across multiple sites
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.
Employer details
Employer name: Sunderland GP Alliance
Address: North East BIC, Wearfield, Sunderland, Tyne and Wear, SR5 2TA
Employer's website: https://www.sunderlandgpalliance.co.uk/ #J-18808-Ljbffr