Job summary
An opportunity has arisen to join our
friendly team, providing our senior Executives with secretarial, administrative
and diary-management support.
You will be enthusiastic and
motivated and work to a high standard of accuracy. You will be able to
prioritise your workload effectively and have excellent written and verbal
communication skills.
We are a small organisation:
flexibility of approach and a willingness to support the team as a whole are
essential.
The role
will be based at our two facilities in central Gloucester, The role could be
purely office-based, or hybrid office-based/working from home, if
preferred. If hybrid working, you must
be willing and able to travel to central Gloucester whenever required during
your contracted hours. You must be able to travel independently to central
Gloucester.
The
executive administrator role is for 16-20 hours per week, to be worked over at
least 4 days. However, we can
accommodate applicants wishing to combine this role with other secretarial administrative
duties up to whole-time equivalent (37.5 hours/week).
Salary will
depend on skills and experience, in a range from £13.57 - £15.50/hour.
The role
is eligible for the NHS pension scheme.
Paid
annual leave of 25 days per annum plus 8 days of bank holidays (pro-rata if
part-time).
Closing date: 15 April 2025
Interview date: 1 May 2025
For an informal chat with the Executive Team, email: glicb.gdocrecruitment.net
Main duties of the job
Comprehensive secretarial
support and administrative services to the Executive team. This will include drafting letters, emails and
co-ordinating responses with minimum supervision and guidance, managing
electronic diaries, emails, day to day telephone queries and incoming post in a
way that is responsive to their needs and contributes to the effectiveness of
their role.
Arrange and support meetings
as required. Produce minutes.
Diary management
Support recruitment activities
when required (full training will be given).
Reports to: Executive Team
About us
You will be required to be immunised
in compliance with Green Book (link attached) and NHS recommendations for your
role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the
Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into
primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced
local GPs.
We run a number of GP practices, as well as some other services for the
whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson
Lane (9,500 patients) and Partners in
Health (12,400).
In the Forest of Dean, we run two practices, both of which are
dispensing: Lydney (7,500 patients), and Blakeney (3,200 patients).
Our countywide services include:
G DOC is running a Covid Medicines Service to help and support the
high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health
Access Centre for patients who may need to be seen the same day when their own
practice is already full, or who do not have a registered GP. GHAC is open
8am-8pm, 365 days a year.
Job description
Job responsibilities
Duties specific to role
Provide a
first point of contact for directors, for internal and external contacts.
Provide prompt,
effective verbal and written communication and deal with queries in aconfidential,
professional and sensitive manner.
Be an
ambassador for G DOC: build and maintain
constructive relationships with others, within and externally to G DOC.
Deal with all
incoming emails, correspondence and telephone calls in aresourceful way,
taking the initiative to respond to routine correspondence or forwardrequests for
information to the appropriate officer.
Manage the
multiple and complex demands of the Executives time and proactively manage diaries by
forward planning and organising regular meetings and events.
Ensure that the
executive is aware of appointments and that all relevant documents areprepared for each
meeting and any travel arrangements/accommodation are in place.
Arrange
appointments, co-ordinating internal and external meetings.
Plan, manage
and support formal and informal meetings to include planning the cycle ofbusiness,
compilation of agendas and collating supporting papers as well as practical
aspects such as room bookings and catering if required.
Take minutes
and produce action trackers from meetings; ensuring these are brought to the prompt
attention of the relevant staff to enable follow up as necessary.
Facilitate the
timely processing of confidential and official documentation withexceptional
attention to detail.
Ensure that
important issues that have a significant impact on the role of an executiveare brought to
their attention in a timely manner.
Use initiative in
all areas of work in the absence of or on behalf of the executive andensure that they
are kept informed. This involves a high level of prioritising and problem-solving skills and
a well-developed ability to relate absorbed knowledge to new emergingproblems without
guidance.
Working conditions
Frequent, prolonged VDU use.
High levels of accuracy and attention to
detail essential at all times.
Occasional work in a time pressured
environment.
Some exposure to distressing situations and
written material.
Process
accurate expense claims and keep detailed records.
For full Job Description see attached 20250322 job description_Executive Assistant
Job description
Job responsibilities
Duties specific to role
Provide a
first point of contact for directors, for internal and external contacts.
Provide prompt,
effective verbal and written communication and deal with queries in aconfidential,
professional and sensitive manner.
Be an
ambassador for G DOC: build and maintain
constructive relationships with others, within and externally to G DOC.
Deal with all
incoming emails, correspondence and telephone calls in aresourceful way,
taking the initiative to respond to routine correspondence or forwardrequests for
information to the appropriate officer.
Manage the
multiple and complex demands of the Executives time and proactively manage diaries by
forward planning and organising regular meetings and events.
Ensure that the
executive is aware of appointments and that all relevant documents areprepared for each
meeting and any travel arrangements/accommodation are in place.
Arrange
appointments, co-ordinating internal and external meetings.
Plan, manage
and support formal and informal meetings to include planning the cycle ofbusiness,
compilation of agendas and collating supporting papers as well as practical
aspects such as room bookings and catering if required.
Take minutes
and produce action trackers from meetings; ensuring these are brought to the prompt
attention of the relevant staff to enable follow up as necessary.
Facilitate the
timely processing of confidential and official documentation withexceptional
attention to detail.
Ensure that
important issues that have a significant impact on the role of an executiveare brought to
their attention in a timely manner.
Use initiative in
all areas of work in the absence of or on behalf of the executive andensure that they
are kept informed. This involves a high level of prioritising and problem-solving skills and
a well-developed ability to relate absorbed knowledge to new emergingproblems without
guidance.
Working conditions
Frequent, prolonged VDU use.
High levels of accuracy and attention to
detail essential at all times.
Occasional work in a time pressured
environment.
Some exposure to distressing situations and
written material.
Process
accurate expense claims and keep detailed records.
For full Job Description see attached 20250322 job description_Executive Assistant
Person Specification
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working in healthcare
- Experience of working as a PA/EA to a Director or equivalent senior manager
- Experience of taking minutes at formal committee and group meetings
- Experience of working in a highly confidential environment
Skills
Essential
- Excellent communication skills (written and oral)
- Able to demonstrate a high standard of English grammar and comprehension
- Excellent attention to detail
- Strong administrative and organisational skills
- Competent in the use of Office and Outlook
- Ability to effectively manage diaries
- Have a well planned, organised and systematic approach to tasks
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to meet deadlines
- Ability to work as a team member and autonomously
- Strong interpersonal skills
Desirable
- Strong minute-taking skills
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
- GCSE Maths Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
Desirable
- Undergraduate degree or equivalent
Other
Essential
- Disclosure Barring Service (DBS) check
- Able to travel independently to central Gloucester.
Person Specification
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working in healthcare
- Experience of working as a PA/EA to a Director or equivalent senior manager
- Experience of taking minutes at formal committee and group meetings
- Experience of working in a highly confidential environment
Skills
Essential
- Excellent communication skills (written and oral)
- Able to demonstrate a high standard of English grammar and comprehension
- Excellent attention to detail
- Strong administrative and organisational skills
- Competent in the use of Office and Outlook
- Ability to effectively manage diaries
- Have a well planned, organised and systematic approach to tasks
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to meet deadlines
- Ability to work as a team member and autonomously
- Strong interpersonal skills
Desirable
- Strong minute-taking skills
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
- GCSE Maths Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
Desirable
- Undergraduate degree or equivalent
Other
Essential
- Disclosure Barring Service (DBS) check
- Able to travel independently to central Gloucester.
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.