Personal Assistant to the CEO / Board of Directors

Nimbuscare Ltd

Job summary

Nimbuscare are looking to recruit a Personal Assistant to provide an efficient and effective administrative and personal assistant service to our Chief Executive and Board of Directors.

Main duties of the job

· Action any administrative tasks that fall within the remit of your role including the production of documents, presentations and data reports.

· Filing, retrieving paperwork and photocopying when required.

· Maintain efficient record keeping.

· To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages when necessary.

· Appropriately acknowledge, signpost or handle incoming queries.

· Deal with incoming emails and post, responding on behalf of the Directors where appropriate.

· Coordinate and prepare for meetings/appointments on behalf of the Directors, ensuring that agenda’s and materials are prepared in advance, including Zoom and MS Teams meetings.

· Take minutes of meetings as and when required, including organising board agendas, and drawing up action logs as required.

· Diary management; scheduling, organising and maintaining appointments.

· Organise and run events and conferences.

· Booking and arranging travel, transport and accommodation.

· Participate in relevant project work.

· Carry out research and present findings.

· Facilitate effective communication between the practices and all levels of staff within them.

About us

Nimbuscare is one of the largest 'at scale' providers of primary care in the North of England, caring for more than 250,000 people.

Our membership includes 11 GP Practices who are all passionate about delivering high quality local care for local people.

We work collaboratively across the York area, delivering new, innovative and sustainable health care services.

Building on the strengths of our individual member practices, we can also share the workload and meet the increasing challenges we face.

This approach allows us to share resources, expertise and services; work as one single entity to tender for services; and improve the way that services delivered by different GP practices and providers integrate.

As leaders in local care, our goal is to work together across the health and care system to improve the health, wellbeing and experience of the people we serve.

Job description

Job responsibilities

To undertake tasks and duties delegated by the CEO and Nimbuscare Directors ensuring to provide an efficient and effective administrative and personal assistant service.

You will be a point of contact for practices and staff involved with Nimbuscare Limited and related projects.

You must work at all times within your own competence.

Duties and Responsibilities:

· Action any administrative tasks that fall within the remit of your role including the production of documents, presentations and data reports.

· Filing, retrieving paperwork and photocopying when required.

· Maintain efficient record keeping.

· To receive incoming and initiate outgoing telephone calls in order to facilitate timely and appropriate communications with others, taking messages when necessary.

· Appropriately acknowledge, signpost or handle incoming queries.

· Deal with incoming emails and post, responding on behalf of the Directors where appropriate.

· Coordinate and prepare for meetings/appointments on behalf of the Directors, ensuring that agenda’s and materials are prepared in advance, including Zoom and MS Teams meetings.

· Take minutes of meetings as and when required, including organising board agendas, and drawing up action logs as required.

· Diary management; scheduling, organising and maintaining appointments.

· Organise and run events and conferences.

· Booking and arranging travel, transport and accommodation.

· Participate in relevant project work.

· Carry out research and present findings.

· Facilitate effective communication between the practices and all levels of staff within them.

Person Specification

Qualifications

Desirable

• Experience of working within the NHS, general practice or other health and social care environment.
• Higher qualification in Business Administration or other relevant field.

Experience

Essential

• Ability to work to high standards of accuracy.
• Minute taking.
• Excellent attention to detail.
• Excellent communication skills.
• Negotiation skills.
• Ability to problem solve independently.
• Basic finance skills.
• Computer literate with experience of using Microsoft packages such as Word, Excel and PowerPoint, as well as MS Teams and Zoom.
• Keyboard skills.
• Excellent customer service skills.
• Excellent telephony skills.
• Understand and observe strict confidentiality.
• Ability to meet targets and deadlines.

Competencies, Qualities and Attributes

Essential

• Excellent written and verbal communication.
• Able to work autonomously.
• Work well under pressure.
• Able to work as a team member.
• Able to use own initiative.
• Be self-motivated.
• Able to listen and empathise.
• Hard working and willing.
• Flexible and adaptable, able to work according to changing need.
• Enthusiastic.
• Commitment to personal development.
• Able to work at the desired times.
• Flexibility of hours for cover.

Employer details

Employer name

Nimbuscare Ltd

Address

Acomb Garth

2 Oak Rise

York

YO24 4LJ

Employer's website

https://www.primarycareyork.nhs.uk/ (Opens in a new tab)