Job summary
We are looking for a Executive Team and Office Coordinator to support the overall executive functioning of
Alliance for Better Care, providing support to the Executive team on a day-to-day
basis.
The post holder will ensure there is smooth running of the Head Office at
Horley Health Hub, taking care of day-to-day office needs and enabling future
plans for how we use this and any further office space.
This role is office based at Horley Health Hub with travel to other sites as required. This role requires presence at Horley Health Hub on a daily basis, there may be flexibility offered on working arrangements.
Main duties of the job
Office Management
Responsible for the day-to-day management of ABC Office
buildings (currently Horley Health Hub)
Arranging necessary building repairs
Organising office
layout, ordering office supplies/ equipment and inventory management
Managing office expenses
Managing contract and price negotiations with office
vendors, service providers and building contractors
Liaising with
facility management vendors, including clearing, catering and security services
Completion
of Health and Safety risk assessments for office space and submitting to Health
and Safety working group
Being the first point of contact for all phone and
email enquiries and ensuring cover when on leave
Working closely with other departments such as IT
and People Services to address queries and provide support.
Supporting Executive Team in identification of
further office space as the organisation grows and needs develop
Working alongside ABC external IT provider (Micro Maintenance)
and the People Team to ensure all staff are provided with the correct equipment
at start of employment
Calendar management for office
About us
Alliance for Better Care CIC is a GP
Federation that unites 47 NHS GP practices across 12 Primary Care Networks in
Sussex and Surrey. We support our Primary Care colleagues as well as their
patients, to transform how healthcare is managed within the community.
As a membership organisation, our focus is to work in partnership with our
members and help them to improve the provision of General Practices in the
local area.
Our strength lies not just in
our ability to connect all areas of primary care, but also in the way we
support and strengthen the role primary care plays in the rest of the system.
Were a bridge between our practices and the wider healthcare network
We work with and listen to our GP Practices, PCNs, Hospitals, Community
Organisations and the Third Sector. These vital partnerships ensure that,
together, we deliver a truly integrated approach that offers the support and
expertise needed to effectively serve our communities.
More
about our organisation: www.allianceforbettercare.org
Benefits
- Generous annual leave allowance
- Access to NHS pension
- Bespoke training programme
- Cycle to work scheme
- Employee Assistance Programme
- Enhanced maternity pay
- NHS discounts
- Leadership Development Programme
- Salary sacrifice schemes - technology and electric vehicle
- Opportunities for secondments
Job description
Job responsibilities
Executive Team Support
Planning and organising meetings, liaising with PAs
Arranging speakers and holding schedules for
regular meetings
Minuting of meetings including SLT, PCNs and Exec
as required
Agenda setting and minuting of Board meetings
File and data
management (teams)
Event Planning/Co-ordination and Management
Job description
Job responsibilities
Executive Team Support
Planning and organising meetings, liaising with PAs
Arranging speakers and holding schedules for
regular meetings
Minuting of meetings including SLT, PCNs and Exec
as required
Agenda setting and minuting of Board meetings
File and data
management (teams)
Event Planning/Co-ordination and Management
Person Specification
Behaviours and Values
Essential
- Champion of equality and valuing diversity
- Operates at all time in line with Confidentiality and Data Protection Act
- Ability to maintain confidentiality and trust
- Professional, calm, and efficient manner and
- Positive and flexible approach to work
- Conflict resolution approach and positive levels of motivation
Experience
Essential
- Experience working in an administrative role
- Experience working in healthcare
- Experience working as part of team, and working independently
- Experience of working with the public, employees, external stakeholders and executives
Desirable
- Proven experience as an office manager or similar role
- Experience of working in a primary care setting
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge, skills and abilities
Essential
- Excellent customer service skills
- Proficiency in MS Office, Word, Excel
- Attention to detail and accuracy in minute taking, preparing agendas and general admin
- Experience in diary management
- Time management and multitasking abilities
- To be reliable and flexible
- To work in an organised manner
- Ability to work at pace and adapt in changing environment and meet deadlines
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Problem Solving and Prioritisation Skills
- Interpersonal skills for working with staff, partners and contractors
- Ability to handle inquiries flexibly and effectively to strengthen ABCs reputation
- Ability to identify, be responsive to and take responsibility for resolving issues promptly
- Positive and Professional demeanour regarding changing priorities/ unexpected challenges
- Professional and diplomatic verbal and written communication skills
Desirable
- Understanding of Governance procedures and requirements to work in healthcare roles
- Commitment and evidence of Continuing Professional Development (CPD)
- Awareness of health and safety requirements and implementation of safety measures in the office environment
Person Specification
Behaviours and Values
Essential
- Champion of equality and valuing diversity
- Operates at all time in line with Confidentiality and Data Protection Act
- Ability to maintain confidentiality and trust
- Professional, calm, and efficient manner and
- Positive and flexible approach to work
- Conflict resolution approach and positive levels of motivation
Experience
Essential
- Experience working in an administrative role
- Experience working in healthcare
- Experience working as part of team, and working independently
- Experience of working with the public, employees, external stakeholders and executives
Desirable
- Proven experience as an office manager or similar role
- Experience of working in a primary care setting
Qualifications
Essential
- Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.
Knowledge, skills and abilities
Essential
- Excellent customer service skills
- Proficiency in MS Office, Word, Excel
- Attention to detail and accuracy in minute taking, preparing agendas and general admin
- Experience in diary management
- Time management and multitasking abilities
- To be reliable and flexible
- To work in an organised manner
- Ability to work at pace and adapt in changing environment and meet deadlines
- Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
- Problem Solving and Prioritisation Skills
- Interpersonal skills for working with staff, partners and contractors
- Ability to handle inquiries flexibly and effectively to strengthen ABCs reputation
- Ability to identify, be responsive to and take responsibility for resolving issues promptly
- Positive and Professional demeanour regarding changing priorities/ unexpected challenges
- Professional and diplomatic verbal and written communication skills
Desirable
- Understanding of Governance procedures and requirements to work in healthcare roles
- Commitment and evidence of Continuing Professional Development (CPD)
- Awareness of health and safety requirements and implementation of safety measures in the office environment
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.
