Job summary
The purpose of this role is to provide comprehensive high quality personal assistant and administrative support to the Chief Executive Officer (CEO) and Senior Leadership Team, ensuring you maximise the effectiveness of Harrow Health through supporting the teams diary management and schedule of regular meetings. This will be in line with all relevant NHS guidance and legislative requirements. The post requires flexibility, the ability to organise and coordinate multiple activities and the ability to meet deadlines and manage conflicting priorities and work effectively with a variety of stakeholders internally and externally at all levels.
The post requires a high level of autonomy and discretion and a self-starter can do attitude. You will be an excellent communicator, be confident dealing with senior people and will be expected to use your initiative to solve problems.
Main duties of the job
Administrative Support
Event Management
Diary & Correspondence Management
Meeting Coordination
Research & Reporting
Office Management
Confidentiality & Governance
Corporate Responsibilities
About us
Harrow Health Community Interest Company began in 2007 by a group of Harrow GPs, whose sole aim was to ensure patients receive a high-quality clinical care service within a community environment. Over the years, Harrow Health has expanded. We now provide a large number of clinical services, which include Frailty, Adult ADHD, out of hospital outpatient services such as Dermatology, Ear, Nose and Throat, Gynaecology and Gastroenterology.
Our Vision:
To provide high quality patient care, enhancing patient experience by providing excellent clinical effectiveness in a safe environment. Working in partnership to provide clinical excellence within services and continuing to develop a sustainable future for the local health community.
Job description
Job responsibilities
Main Responsibilities
- Working as an Executive Assistant to the CEO and Chairman and supporting the Senior Leadership Team as required, maintaining a high standard of administrative and secretarial standards, with proficiency in using Microsoft Office and a variety of other software to produce documents and presentations accurately and to a high quality.
- Organise and manage all meetings, workshops, away days and events, on behalf of the CEO and Board, such as booking rooms, attendee lists, catering, and including liaising across the directorates.
- Manage and type correspondence from meetings. Prepare agendas, take minutes of meetings, briefs, quality statements, business plans, annual reports, benchmarking etc. ensuring action points are raised and completed in a timely manner.
- Provide complex and extensive diary management, ensuring effective use when managing the electronic diaries for the CEO and oversight of the SLTs diaries.
- Establishing and maintaining procedures including filing and bring forward system, ensuring ongoing effective communication at all times.
- Receiving incoming telephone calls from staff, members of the public and stakeholders. Resolve routine enquires, take and record message and direct calls as appropriate. Using initiative to deal with phone calls and messages.
- To be the first point of contact for the CEO for internal and external enquiries.
- Sorting and prioritising incoming mail, distributing as appropriate.
- Sorting and prioritising CEOs emails as required, drawing attention to matters of importance/urgency, actioning where appropriate and forwarding to other teams as required and preparing drafts where appropriate.
- Undertaking administrative duties such as photocopying and disseminating copies to staff and directorates as required. Managing widespread communication.
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Ensuring contact details and lists are kept up to date for CEO and Board.
- Draft reports using appropriate templates and style guide to a suitable standard for publication to the public as required.
- Carry out research as required using a variety of sources and present findings.
- Ensure the CEO maintains regular 1:1s, reviews and appraisals with the SLT, to arrange these meetings and provide the CEO with all relevant information/documents as necessary
- To assist CEO with ensuring all Annual Leave is authorised in a timely manner and recorded accurately.
- Manage and record the CEOs expenses and travel arrangements
- Prepare and oversee all paperwork, for Chief Executive and Board for coding/signature.
- Display, distribute and send notices to all staff manually and electronically.
- Participate in audits, preparing questionnaires, collating and analysing responses.
- Effectively manage allocated areas of work, progress-chase and report, as appropriate, including the collection, analysis and presentation of information.
- To ensure that the CEO and Board and other staff follow correct procedures in relation to organisational requirements.
- Effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems.
- Ensuring office equipment, stationery levels and office consumables are maintained and processing orders as required.
- Ensure confidentiality and discretion at all times.
- Working autonomously and using own initiative on day-to-day issues to support the Chief Executive and Board, within the limitations of the post.
Corporate Responsibilities
- Represent the organisation effectively and professionally to a wide range of patients, stakeholders, members and partners
- Take an active role in the development and embedding of the organisations culture, valuesand reputation as a provider of high-quality services, leading by example at all times
- To adhere to Information governance, patient confidentiality and data protection legislation and standards.
- To work to standards set out in the organisations policies, service contracts and in line with NHS England/Commissioner and CQC regulations.
- To conduct oneself in a manner consistent with the organisations vision and values and approach to patient and public engagement.
- To ensure patient/staff confidentiality and information governance standards are maintained and respected at all times.
- Participating in mandatory training and personal development as required.
This list is not exhaustive.
Please refer to the Attached Job Description for additional information.
Job description
Job responsibilities
Main Responsibilities
- Working as an Executive Assistant to the CEO and Chairman and supporting the Senior Leadership Team as required, maintaining a high standard of administrative and secretarial standards, with proficiency in using Microsoft Office and a variety of other software to produce documents and presentations accurately and to a high quality.
- Organise and manage all meetings, workshops, away days and events, on behalf of the CEO and Board, such as booking rooms, attendee lists, catering, and including liaising across the directorates.
- Manage and type correspondence from meetings. Prepare agendas, take minutes of meetings, briefs, quality statements, business plans, annual reports, benchmarking etc. ensuring action points are raised and completed in a timely manner.
- Provide complex and extensive diary management, ensuring effective use when managing the electronic diaries for the CEO and oversight of the SLTs diaries.
- Establishing and maintaining procedures including filing and bring forward system, ensuring ongoing effective communication at all times.
- Receiving incoming telephone calls from staff, members of the public and stakeholders. Resolve routine enquires, take and record message and direct calls as appropriate. Using initiative to deal with phone calls and messages.
- To be the first point of contact for the CEO for internal and external enquiries.
- Sorting and prioritising incoming mail, distributing as appropriate.
- Sorting and prioritising CEOs emails as required, drawing attention to matters of importance/urgency, actioning where appropriate and forwarding to other teams as required and preparing drafts where appropriate.
- Undertaking administrative duties such as photocopying and disseminating copies to staff and directorates as required. Managing widespread communication.
- Ensuring all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
- Ensuring contact details and lists are kept up to date for CEO and Board.
- Draft reports using appropriate templates and style guide to a suitable standard for publication to the public as required.
- Carry out research as required using a variety of sources and present findings.
- Ensure the CEO maintains regular 1:1s, reviews and appraisals with the SLT, to arrange these meetings and provide the CEO with all relevant information/documents as necessary
- To assist CEO with ensuring all Annual Leave is authorised in a timely manner and recorded accurately.
- Manage and record the CEOs expenses and travel arrangements
- Prepare and oversee all paperwork, for Chief Executive and Board for coding/signature.
- Display, distribute and send notices to all staff manually and electronically.
- Participate in audits, preparing questionnaires, collating and analysing responses.
- Effectively manage allocated areas of work, progress-chase and report, as appropriate, including the collection, analysis and presentation of information.
- To ensure that the CEO and Board and other staff follow correct procedures in relation to organisational requirements.
- Effective management of the office by establishing and maintaining efficient manual and electronic correspondence and documentation management systems.
- Ensuring office equipment, stationery levels and office consumables are maintained and processing orders as required.
- Ensure confidentiality and discretion at all times.
- Working autonomously and using own initiative on day-to-day issues to support the Chief Executive and Board, within the limitations of the post.
Corporate Responsibilities
- Represent the organisation effectively and professionally to a wide range of patients, stakeholders, members and partners
- Take an active role in the development and embedding of the organisations culture, valuesand reputation as a provider of high-quality services, leading by example at all times
- To adhere to Information governance, patient confidentiality and data protection legislation and standards.
- To work to standards set out in the organisations policies, service contracts and in line with NHS England/Commissioner and CQC regulations.
- To conduct oneself in a manner consistent with the organisations vision and values and approach to patient and public engagement.
- To ensure patient/staff confidentiality and information governance standards are maintained and respected at all times.
- Participating in mandatory training and personal development as required.
This list is not exhaustive.
Please refer to the Attached Job Description for additional information.
Person Specification
Skills and Knowledge
Essential
- Possess the ability to predict, anticipate and plan the needs of the Executive
- Be able to work under pressure managing multiple tasks and deadlines according to priority.
- Demonstrate excellent decision making skills
- Possess Strong written and verbal communication.
- Utilise diplomacy and tact to manage stakeholders and business partners, understanding when to apply such skills to situations which require influencing and persuading.
- Excellent attention to detail and accuracy.
- Excellent interpersonal skills.
- Ability to maintain confidentiality and discretion, working in a sensitive manner
- Typing speed of 50 wpm
- Proficiency with Microsoft Office 365 Applications
Experience
Essential
- Experience in providing high quality Executive Assistant support to Executive Leaders and the board.
Desirable
- Previous experience in a senior role within healthcare environment
Qualifications
Essential
- GCSE Maths English
- Educated to degree level or equivalent level of experience of working in a similar area and level
Desirable
- NVQ3 in Business Administration or equivalent
- RSA/OCR III or equivalent typing/word processing including audio typing
Other Factors
Essential
- Positive and flexible approach to work.
- A willingness to undergo training and learn new skills.
- Ability to maintain trust and confidentiality, working in a sensitive manner in line with GDPR.
Person Specification
Skills and Knowledge
Essential
- Possess the ability to predict, anticipate and plan the needs of the Executive
- Be able to work under pressure managing multiple tasks and deadlines according to priority.
- Demonstrate excellent decision making skills
- Possess Strong written and verbal communication.
- Utilise diplomacy and tact to manage stakeholders and business partners, understanding when to apply such skills to situations which require influencing and persuading.
- Excellent attention to detail and accuracy.
- Excellent interpersonal skills.
- Ability to maintain confidentiality and discretion, working in a sensitive manner
- Typing speed of 50 wpm
- Proficiency with Microsoft Office 365 Applications
Experience
Essential
- Experience in providing high quality Executive Assistant support to Executive Leaders and the board.
Desirable
- Previous experience in a senior role within healthcare environment
Qualifications
Essential
- GCSE Maths English
- Educated to degree level or equivalent level of experience of working in a similar area and level
Desirable
- NVQ3 in Business Administration or equivalent
- RSA/OCR III or equivalent typing/word processing including audio typing
Other Factors
Essential
- Positive and flexible approach to work.
- A willingness to undergo training and learn new skills.
- Ability to maintain trust and confidentiality, working in a sensitive manner in line with GDPR.
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.
