Executive Assistant

Job description

Job responsibilities

Executive Board Support

Working directly to the Chief Executive Officer you will maintain the companys statutory requirements with Companies House and internal governance of the board, including:

• The Articles of Association, with the governance team
• The conflict of interest registers and conflicts raised
• The register of present and past directors and secretaries with Companies House
• The register of all shareholders, past and present and their shareholdings, liaising with shareholders and processing amendments
• A register of any charges on the companys assets
• Ensure the completion and input of the necessary attendance data in relation to senior members of the directorates, providing reports from the system as required.
• Manage the process of annual appraisal for the Director(s) within agreed timeframes.
• Ensure due process is followed in relation to KHCIC Shareholders for Stock Transfers and/or Buy Backs.
• Ensure the timely submission of the Companys Confirmation Statement, working with our approved legal representatives.
• Facilitate and oversee the process and administration of the AGM for KHCIC and its shareholders, following due legal processes.
• Liaise with the appointed company financial auditors to provide information as required
• Manage share option schemes and take a role in share issues, mergers, and takeovers.
• Arranging any Special or Extraordinary Board meetings.

Project and Programme Management

• The post holder will be assigned set projects of interest that deliver and support the CEO and Directors in the management of the business.
• Managing projects and programmes of work as requested by the CEO, providing updates as required including holding a risk register and issues log.
• Deliver on objectives set for the benefit of the business
• Special Projects, Collaboration Board, GP led collaborative of General Practice, KHCIC and the Local Medical Committee, covering Cornwall
• Arrange and take accurate minutes of the Collaborative Board, including Building rapport to ensure Board reports are circulated in a timely manner, action points are followed up with Senior Management Team, minutes are typed up and circulated to the Chair in a timely manner, informing the Chair if there are any problems with quoracy at meetings.

Annual General Meeting (AGM)

• Arrange the AGM of the directors and the shareholders, the issue of proper notices of meetings, preparation of agenda, circulation of relevant papers and taking and producing minutes to record the business transacted at the meetings and the decisions taken.
• Ensure that information and documentation is readily available for meetings and discussions, and bring forwards are provided in a timely fashion, with full briefing.
• Ensuring the security of the companys legal documents, including for example, the certificate of incorporation, contracts, and memorandum and articles of association.
• Adhering to the companys policy for the filing and retention of documents.
• Advising directors on their duties and ensuring that they comply with corporate legislation and the articles of association of the company and escalate where appropriate to the CEO.
• Liaising with external agencies as appropriate, such as auditors, Office for National Statistics and Companies House you will ensure Kernow Health discharges its duties such as filing annual returns at Companies House and other documents including the directors report and auditors report, unless the company is exempt, and financial statements, including details of the companys assets and liabilities.

Remunerations and Expenses

• Ensure the timely submission of Board remuneration claims, by prompting Board to submit them monthly and by checking them for accuracy before processing via Payroll.
• Company Indemnity and Estates, this will transition to finance
• In liaison with the Finance team, Executive team and Broker, manage, review, and maintain company insurance policies, ensuring they are fit for purpose, renewed on time, affordable and cover all applicable needs. Gaining a full understanding of all cover to advise the Executives.
• Take responsibility to manage the property defects, liaising with NHS properties.
• Attend the property services Annual Budgeting Statement meetings, review costs and advise the CEO and Executive, challenging and negotiation with NHS Properties.

Director Records

• Arranging objective setting and appraisal of all directors ensuring the Chair, CEO and each Director receives accurate and appropriate paperwork in advance of any meeting.
• Ensure appropriate onboarding timetable and content, with Directors for the induction of any new Board Member, following approved processes.
• Keep accurate records for CQC regulation purposes including, Job Descriptions, Person Specifications, Director Agreements and Companies House documents.

Meetings

• Ensure that the administration support and full meeting facilitation for a range of formal meetings including chief officer led meetings and Chair led meetings as required. Inclusive but not limited to; Board, Executive Board and key meetings within the governance assurance framework.
• Maintain action logs and continuous improvement plans, CIP, on behalf of the Executive, liaising with each accountable person to ensure updates are added and risks are raised.
• Working across the business to cover the work of colleagues within the team, as they will the post holder, providing administrative support to chief officers on a buddy system basis, including facilitating meetings relevant to chief officer portfolios as required.
• Attend meetings, taking and transcribing complex minutes or action notes for approval, ensuring there is a good record which ensures that decisions are recorded, referenced and future action is taken at appropriate level.
• Maintain a corporate style for chief officer led and wider organisation meetings including agendas, papers, minutes etc.
• Maintain strict confidentiality always relating to Board and chief officer business, in particular ensuring that papers and minutes are only circulated to authorised persons and are stored and archived securely, hard copy and electronic.
• Compile meeting agendas to reflect agreed actions and the annual schedule of business and liaise with directors and senior managers to obtain reports, checking they are in the correct format and in good order prior to approval by Chief Officers and others.
• Maintain meeting attendance records, action logs and schedules of business, progress chasing actions as required.
• Book meeting rooms, facilities and refreshments for meetings, ensuring that rooms are suitably organised.
• Collate, photocopy and distribute confidential meeting papers as required.

Administration

• Provide an efficient and comprehensive secretarial and clerical service to the Chief Executive Officer on a day to day basis and be a fully involved member of the Executive Support.
• In a courteous and professional manner, respond positively and promptly to enquires and incoming calls. Deal with routine enquiries relating to activities of the team. Take the appropriate course of action as necessary, liaising with others as appropriate. Act with discretion at all times to take and record accurate messages, redirecting queries where suitable.
• Raise non stock requisitions, obtaining cash in advance as required and process payment of invoices and part orders.
• Coordinate the production and revision of key corporate strategy documents as required. This will require progress chasing contributions from relevant committees and individuals across the Trust and merging responses into an agreed template.
• Maintain a comprehensive up to date filing system for the Directors, ensure appropriate recording and storage of all types of information, paying due regard to data protection legislation and NHS guidance.
• Liaise with members of the public as required regarding enquiries, using tact, sympathy and diplomacy to obtain relevant information and ensure that this is passed accurately and immediately to the correct department.
• Set up and maintain effective office systems and procedures to support the efficient running of the work of the work of the team. Undertake filing and photocopying as necessary ensuring all relevant documents are accurately and appropriately archived. Maintain an effective bring forward system and develop processes for handling, sorting and registering incoming mail.
• Ensure that all relevant papers are available for meetings.
• Responsible for organising and maintaining the smooth running of the nominated Chief Executive Officer diary, this will include maintaining and coordinating appointments, organising meetings and using independent judgement to make necessary revisions, liaising with all relevant parties in an efficient and effective way.
• Maintain electronic files in a logical and organised manner. Ensure an audit trail is available to support electronic correspondence.
• Greet and receive guests who are visiting.
• Work closely with others to facilitate the efficient operation of the Executive teams business.
• In liaison with the senior members of the directorate teams arrange events such as Workshops and Seminars obtaining costings, arranging venues, information packs, refreshments, and attend to provide organisational and administrative support as required.
• Process expenses and invoices for chief officer
• Communicate effectively with chief officer, executive and non-executive directors through a variety of communication methods.
• Assist with the dissemination of information to chief officer, executive and non executive directors, organising regular email outs of essential and useful information.

For more details on duties and responsibilities, please find attached the full job description.

Person Specification

Experience

Essential

• Evidence of continuing professional development.
• Significant experience in a similar role
• Using data and information to plan and control financial information and subsidiary company activity
• Excellent organisational skills.
• Exceptional communication skills, both written and verbal and handling of confidential information.
• Experience in report writing/ or production of formal minutes
• Ability to work well with a range of stakeholders.
• Computer literate

Qualifications

Essential

• Educated to degree level in business or a related subject or equivalent level of experience of working at this level.

Personal Qualities

Essential

• Excellent communication skills
• Ability to remain calm and focussed when busy
• Able to work with people at all levels
• Natural collaborator and team contributor
• Honesty and openness
• Listening to instruction and tact and sensitivity when passing on information
• Taking ownership - a can do attitude
• Flexibility/Adaptive especially when there are conflicting pressures

Other

Essential

• Driving licence and access to a car (Insurance to include Business mileage)

Skills and Abilities

Essential

• Excellent IT skills and proficient use of Microsoft software.
• Problem solving skills with ability to act on decisions
• Ability to analyse facts and situations and develop a range of options.
• Demonstrate sound judgement in the absence of clear guidelines or precedent, seeking advice as necessary from senior management when appropriate.
• Excellent organisational skills and ability to manage workloads and resolve conflicting priorities.
• Excellent communication and interpersonal skills.
• Ability to work unsupervised, on own initiative, to meet challenging deadlines.
• Ability to display tact, diplomacy and discretion when relaying sensitive information.
• Ability to influence and persuade internal and external stakeholders at all levels.
• Ability to produce accurate, high-quality reports, correspondence, presentations, or briefings requiring attention to detail at all times.
• Flexible, responsive approach to work.
• Demonstrate a professional telephone manner

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

Kernow Health CIC

Address

Cudmore House

Treliske Industrial Estate

Truro

Cornwall

TR1 3LP

Employer's website

https://www.kernowhealthcic.org.uk (Opens in a new tab)