Personal Assistant

Job description

Job responsibilities

Represent the Alliance when dealing with representatives of outside agencies. Ensure all visitors are made to feel welcome and provided with refreshments.

Provide efficient and confidential support to the Senior Management Team

Screen telephone calls, enquiries, and requests by redirecting or taking forward as appropriate

Manage and maintain the CEO/Senior Management team diaries keeping bring forward folder with all relevant paperwork included for the weeks meetings

Check with CEO/Senior Management team daily, either in person or via phone, if there is any support required

Conduct weekly meetings with CEO to discuss upcoming events, meetings and troubleshooting problems and ensure CEO is fully briefed on all updates and ensure team is well prepared for the meetings

Keep and maintain an accurate record of papers, meetings, minutes on behalf of CEO and Senior Management team

Produce documents, briefing papers, reports and presentations using a range of office software

Provide cover for team members when on leave

To provide support to the Senior Management team in project work, and in the running of key systems and procedures such as payroll, tax returns, accounts, and health & safety

To be responsible for the promotion, monitoring and documentation of performance and quality standards within the GP Alliance, using IT and manual solutions under the direction of the Senior management. To become familiar with all relevant aspects of the clinical software system

To undertake specific assigned tasks, project support, or development / change work which may arise from time to time

The post-holder will need to become familiar with all national and local quality standards for primary care

Arrange refreshments and catering for meetings as and when required

Attend meetings and take minutes

Attend the ELA Board meeting held in the evening once a month

Oversee external cleaners to ensure the Offices are cleaned

Ensure bins are emptied daily by updating the rota

Order stationery and keep a stock check

First point of contact for the ELA

Greet Visitors and keep a log of visitors to the ELA

For further information please refer to the attached job description

Person Specification

Experience

Essential

• Excellent IT skills
• Working knowledge and experience of Microsoft packages including Word, Excel, PowerPoint, Publisher and Outlook
• Previous secretarial and administrative experience
• Awareness and maintenance of confidentiality
• Experience of working as part of a multi-disciplinary team
• Ability to understand and learn new software and administrative procedures
• Identifying training & development needs.
• NHS working practices

Desirable

• Knowledge of book keeping and accounts
• Working in Primary care environment or health related background
• Change Management
• Experience of developing effective processes & procedures

Personal Attributes

Essential

• Flexible approach
• Enthusiastic
• Sense of humour
• Ability to multi-task and work with an unpredictable work pattern with changing priorities throughout the
• day.
• Professional telephone manner and good listening skills.
• Professional approach to appearance and conduct
• Ability to work with a wide range of professionals & patients at all levels
• Ability to work flexible hours when required
• Light physical effort required of post

Skills

Essential

• Excellent interpersonal verbal & written communication skills
• Ability to prioritise and manage own workload.
• Able to take the initiative and manage workload, delegating to others within the team, without supervision.
• Effective problem solver
• Ability to extract data from conversation or direct dictation
• Minute taking

Desirable

• Knowledge of clinical system (EMIS)
• Good understanding Access to Medical Records Act.
• Good understanding of the Data Protection Act.

Other

Essential

• Car driver/access to car
• Good health
• Regular attendance
• To be committed to Equal Opportunities

Desirable

• Sickness level below 5%

Qualifications

Essential

• Good general level of education with a minimum of GCSE level in English Language and Maths.
• Recognised typing qualification or equivalent (e.g. RSA)

Desirable

• Professional Qualification
• ECDL qualification or equivalent or willingness to work towards
• Evidence of continuing professional development.

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.

Employer details

Employer name

East Lancashire Alliance

Address

Burnley Business Centre

Empire Way

Burnley

BB12 6HH

Employer's website

https://eastlancashirealliance.co.uk/ (Opens in a new tab)