Job summary
Invicta Health a non-profit, community interest company,
with a passion for primary care have an exciting opportunity within our Corporate Services Team for an Executive Assistant.
The Executive Assistant will be responsible for the provision of a comprehensive and efficient personal assistant service to our Managing Director and Head of Operations. They will also be required to provide a customer focused administrative support to the Corporate Services Team and day to day management of our Corporate Services office.
The postholder will need to hold experience of organising and minuiting key strategic meetings and complex diary management. They will be a well organised, a strong communicator and have the ability to work in a challenging and busy environment whilst meeting set deadlines.
Main duties of the job
Main
Duties and Responsibilities:
Please see attached Job Description for full job responsibilities.
About us
Invicta Health provide a wide range of services such as Urgent Treatment Centres, GP surgeries, a Community Primary Care mental health service, GP staff training service and the list is growing all the time.
We are formed by a federation of General Practitioners working in Canterbury and South Kent Coast areas of East Kent.
Our aim is to provide local, high quality services for local people by collaborating with other established organisations in the health and social care community.
Invicta Health offer Agenda for Change pay scales plus AFC annual leave entitlement and NHS pensions. We are also a flexible and supportive employer who values our staff and promotes personal development.
Closing date for applications is the 26th March 2021 and interviews for the position will take place on the 14th April 2021
Job description
Job responsibilities
Job Summary:
The postholder will be responsible for the provision of a comprehensive and efficient personal assistant service to the Managing Director and Head of Operations. This includes the arrangement, organisation and minuting of key strategic meetings in a timely and effective manner, comprehensive and complex diary document management. The postholder will also provide a friendly, efficient, customer focused administration support to the Corporate Services Team and the day-to-day administration / management for the Discovery Park office site.
Main Duties and Responsibilities:
Planning & Organising
- Provide full meeting facilitation for meetings chaired by the Managing Director/ Head of Operations including preparing agendas, collating papers, ensuring all reports are submitted and in the correct format and in good order and administering and attending the meeting where required.
- Ensure the Managing Director and Head of Operations are fully briefed in advance of meetings with all relevant paperwork/agenda and ensuring that they are also readily available electronically.
- Taking complex minutes or actions and ensuring these are accurate and ensure that decisions are recorded, referenced and future action is taken at the appropriate level. Ensure that meetings have a forward work programme and actions are followed up and monitored regularly.
- Provide effective diary management for the Managing Director and Head of Operations, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities, or project plans.
- Regular liaison with the Managing Director and Head of Operations, taking the opportunity to highlight any areas of concern and potential conflicts.
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
- Organise and produce reports, papers, presentations, and other similar documentation in accordance with requirements of the Managing Director and Head of Operations.
- Maintain key relationships on behalf of the Managing Director and Head of Operations, managing enquiries and actioning where appropriate on their behalf.
- Manage complex and sensitive business on behalf of the Managing Director and Head of Operations, solve problems, take responsibility, and think independently, respond to sudden unexpected demands in their absence and link with members of the Senior Management Team as appropriate.
- Co-ordination of Managing Director functions at corporate level.
- Follow up and take forward any key pieces of work as directed by Managing Director and Head of Operations, as appropriate.
- Work collaboratively with the Business Support Administrator to provide cover where necessary.
Service Improvement
- Assist with the setting up and management of effective business processes to facilitate the smooth running of the Corporate Services office.
- Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
- Work closely with other administrators within Corporate Services to improve current practices and processes to achieve best possible outcomes.
- Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other members of the team.
- Work with all team members in the collection of information for performance reporting on relevant team projects.
- Develop and maintain databases as required by the role.
- Contribute to effective information management within the team.
- Provide administrative support to service functions in situations of high demand where they may require extra support.
- Work with the Corporate Affairs Manager to act as a corporate office branding lead, ensuring that corporate branding and guidelines are followed.
Communication
- To develop and maintain a good working relationship with all staff and those from external organisations to improve efficiency and flow of information between organisations. This will require the communication on a range of complex issues including contracts and sensitive patient information.
- Responsible for and play a key role in the internal/external communication, building effective networks and communications with individuals within those organisations regarding the activities of the Managing Director and Head of Operations.
- Support the corporate administrative team with internal and external enquiries, responding to telephone calls, e-mails, and other channels of correspondence, using initiative to action/forward or refer as appropriate.
- Monitor the info@invictahealth.co.uk inbox and action/forward or refer as appropriate.
- Support the Senior Management Team with formatting and distribution of organisation wide communications.
- Maintain confidentiality at all times and understand the importance of accuracy and excellent data quality.
Corporate Services Office
- To liaise with Discovery park and all ancillary providers to maintain effective relationships and service provision.
- To maintain an up-to-date Health and safety data base
- Coordinate and oversee head office and practice supplier contracts including, but not limited to
- Local insurances
- Cleaning services
- Confidential waste
- Seek advice and guidance from the Corporate Affairs Manager on these as needed.
- Support the Corporate Affairs Manager to ensure lease agreements are fit for purpose corporately. Seek advice and guidance from the Corporate Affairs Manager on these as needed
- Assimilate and communicate a wide range of information, some of which will be sensitive and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
- Ensure risk management of the corporate office, reporting and actioning any risk as appropriate.
- Maintain a register of nominated Fire Officer and Health & Safety lead for the corporate office. Ensuring required training is undertaken.
- Support the Health & Safety lead for the corporate office with necessary risk assessments and health and safety reviews.
Job description
Job responsibilities
Job Summary:
The postholder will be responsible for the provision of a comprehensive and efficient personal assistant service to the Managing Director and Head of Operations. This includes the arrangement, organisation and minuting of key strategic meetings in a timely and effective manner, comprehensive and complex diary document management. The postholder will also provide a friendly, efficient, customer focused administration support to the Corporate Services Team and the day-to-day administration / management for the Discovery Park office site.
Main Duties and Responsibilities:
Planning & Organising
- Provide full meeting facilitation for meetings chaired by the Managing Director/ Head of Operations including preparing agendas, collating papers, ensuring all reports are submitted and in the correct format and in good order and administering and attending the meeting where required.
- Ensure the Managing Director and Head of Operations are fully briefed in advance of meetings with all relevant paperwork/agenda and ensuring that they are also readily available electronically.
- Taking complex minutes or actions and ensuring these are accurate and ensure that decisions are recorded, referenced and future action is taken at the appropriate level. Ensure that meetings have a forward work programme and actions are followed up and monitored regularly.
- Provide effective diary management for the Managing Director and Head of Operations, ensuring that appointments are planned and coordinated, and run to schedule. Use independent judgement to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities, or project plans.
- Regular liaison with the Managing Director and Head of Operations, taking the opportunity to highlight any areas of concern and potential conflicts.
- Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively.
- Organise and produce reports, papers, presentations, and other similar documentation in accordance with requirements of the Managing Director and Head of Operations.
- Maintain key relationships on behalf of the Managing Director and Head of Operations, managing enquiries and actioning where appropriate on their behalf.
- Manage complex and sensitive business on behalf of the Managing Director and Head of Operations, solve problems, take responsibility, and think independently, respond to sudden unexpected demands in their absence and link with members of the Senior Management Team as appropriate.
- Co-ordination of Managing Director functions at corporate level.
- Follow up and take forward any key pieces of work as directed by Managing Director and Head of Operations, as appropriate.
- Work collaboratively with the Business Support Administrator to provide cover where necessary.
Service Improvement
- Assist with the setting up and management of effective business processes to facilitate the smooth running of the Corporate Services office.
- Develop and implement robust work processes and systems to ensure timely delivery against deadlines.
- Work closely with other administrators within Corporate Services to improve current practices and processes to achieve best possible outcomes.
- Develop and maintain effective electronic and paper filing systems, to ensure information is kept securely and is accessible to other members of the team.
- Work with all team members in the collection of information for performance reporting on relevant team projects.
- Develop and maintain databases as required by the role.
- Contribute to effective information management within the team.
- Provide administrative support to service functions in situations of high demand where they may require extra support.
- Work with the Corporate Affairs Manager to act as a corporate office branding lead, ensuring that corporate branding and guidelines are followed.
Communication
- To develop and maintain a good working relationship with all staff and those from external organisations to improve efficiency and flow of information between organisations. This will require the communication on a range of complex issues including contracts and sensitive patient information.
- Responsible for and play a key role in the internal/external communication, building effective networks and communications with individuals within those organisations regarding the activities of the Managing Director and Head of Operations.
- Support the corporate administrative team with internal and external enquiries, responding to telephone calls, e-mails, and other channels of correspondence, using initiative to action/forward or refer as appropriate.
- Monitor the info@invictahealth.co.uk inbox and action/forward or refer as appropriate.
- Support the Senior Management Team with formatting and distribution of organisation wide communications.
- Maintain confidentiality at all times and understand the importance of accuracy and excellent data quality.
Corporate Services Office
- To liaise with Discovery park and all ancillary providers to maintain effective relationships and service provision.
- To maintain an up-to-date Health and safety data base
- Coordinate and oversee head office and practice supplier contracts including, but not limited to
- Local insurances
- Cleaning services
- Confidential waste
- Seek advice and guidance from the Corporate Affairs Manager on these as needed.
- Support the Corporate Affairs Manager to ensure lease agreements are fit for purpose corporately. Seek advice and guidance from the Corporate Affairs Manager on these as needed
- Assimilate and communicate a wide range of information, some of which will be sensitive and may involve matters relating to individual staff or patient matters or to matters of commercial confidence.
- Ensure risk management of the corporate office, reporting and actioning any risk as appropriate.
- Maintain a register of nominated Fire Officer and Health & Safety lead for the corporate office. Ensuring required training is undertaken.
- Support the Health & Safety lead for the corporate office with necessary risk assessments and health and safety reviews.
Person Specification
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
- Evidence of continuous professional development
- Excellent working knowledge and experience of Microsoft and software programmes
- NVQ Level 4 or equivalent experience
Experience
Essential
- Knowledge of office management responsibilities, systems, and procedures
- Experience of servicing meetings i.e. formulating agendas, minutes, and action logs
- Evidence of formal minute taking to a high standard
- Strong administrative skills and experience
- Knowledge of office management systems and procedures
- Experience of setting up and maintaining effective administrative filling systems
- Previous experience of working at a senior administrative role
Desirable
- Knowledge and understanding of the National Health Service
Person Specification
Qualifications
Essential
- Good level of education including competent levels of numeracy and literacy
- Evidence of continuous professional development
- Excellent working knowledge and experience of Microsoft and software programmes
- NVQ Level 4 or equivalent experience
Experience
Essential
- Knowledge of office management responsibilities, systems, and procedures
- Experience of servicing meetings i.e. formulating agendas, minutes, and action logs
- Evidence of formal minute taking to a high standard
- Strong administrative skills and experience
- Knowledge of office management systems and procedures
- Experience of setting up and maintaining effective administrative filling systems
- Previous experience of working at a senior administrative role
Desirable
- Knowledge and understanding of the National Health Service
Additional information
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).
