Job summary
Interview date: 15th July
Due to a development
opportunity within the team we have an exciting opportunity for two Executive
Assistants to join our team.
We are a welcoming team of driven and energetic
people who are looking for well organised and effective individuals. The main
purpose of the role will be to support the Executive Directors and PCN network providing EA and
project support.
We are looking for:
- Good team players with the ability to communicate effectively
- Pro-active and
ability to use initiative
- Accuracy and
attention to detail
- Excellent IT skills
Essential skills required:
· Minute
taking
·
Agenda planning and
forward planning
·
Diary management
·
Project support
Key skills required:
· Ability
to prioritise workloads
· Ability
to work as part of a team
· Ability
to take minutes
· Excellent
written and verbal communication skills
· Time
management
·
First
class MS Office skills, to include Powerpoint and Excel
Main duties of the job
To manage the Executive Director diary and the Primary
Care Network (PCN) team, ensuring their time is effectively deployed and they
have all the necessary papers for meetings.
To support the work of the PCN team by
providing high quality administrative and project support to the PCN
networks, which will be split with the another Executive Assistant
and provide cover for each other as and when required
To arrange meetings across the PCN networks,
liaising with a wide range of staff and agencies producing agenda and papers.
To provide EA support to the GP Leadership Team
meetings and Strategy Committee producing agenda and papers.
To provide cover for the Head of Corporate
Governance and Business Support and Executive Assistants.
To provide project support to the Executive
Director and Primary Care Network team.
About us
Taurus
Healthcare was established in 2012, as the provider arm of the GP Federation
serving 185,000 patients in Herefordshire. Founded and owned by the partners
of the entire Herefordshire Primary Care community, Taurus is focused on
providing excellent out of hospital services for patients. Our ethos is to
provide high quality and cost-effective health outcomes that are delivered as
close as possible to the patients home, whilst ensuring that patients who do
require in hospital services are seen as quickly and effectively as possible.
We reserve the right to close this vacancy early
if we receive sufficient applications for the role. Therefore, if you are
interested, please submit your application as early as possible.
Job description
Job responsibilities
- Ensure the effective deployment of the
Director and the team’s time (including diary management, correspondence,
arranging meetings and events, assembling agendas and meeting papers,
minute taking and other core tasks).
- Act as the first port of call for diary
events, knowing where the Executive Director and PCN Team members are, and
how they can be contacted.
- To provide EA support to the monthly Strategy
Committee, preparing
and ensure the timely distribution of agendas and papers, collating,
formatting and checking reports prior to sending them to the Strategy
Committee members via electronic methods. Liaise with the Chairman and
Committee members to organise and forward plan agenda items by organising a
“bring forward” system and independently pursuing replies/responses and taking
accurate and complete minutes of the Strategy Committee Meeting and ensure
that any follow up action is identified, logged and proactively taken
forward, prompting colleagues about actions needed and necessary and ensuring
all risks are provided and reviewed by the Committee on a monthly basis and
to update Datix accordingly of any changes.
- To provide EA support to the GP Leadership Team meetings
preparing and ensuring the timely distribution of agendas and papers,
collating, formatting and checking reports prior to sending them. Liaise with the Chair to organise and forward
plan agenda items by organising a bring forward” system and independently
pursuing replies/responses and taking accurate and complete minutes, and ensure
that any follow up action is identified, logged and proactively taken forward,
prompting colleagues about actions needed and necessary and ensuring all risks
are provided and reviewed by the members.
- To arrange appointments and meetings, as
required, including anticipating and making appropriate arrangements (e.g.
hospitality, venues, travel, and accommodation), as required.
- Manage all incoming correspondence both
electronic and paper, and use initiative to determine what matters can be
directed to other colleagues and which require the Executive Director’s/team
members’ attention. Draft responses
to general correspondence where appropriate.
- To produce documents in Word, Excel, PowerPoint
etc. on behalf of members of the team, ensuring strict version controls
are used.
- To provide executive support by carrying out
desktop research for the Executive Director and/or other team members, as
required.
- To create clear systems to organise own
workload, keeping track of repeating deadlines/meetings and ensuring tasks
are diarised, followed up, and completed.
- To help facilitate effective communication
between the Primary Care Network team, and other key stakeholders in order
to support the development of the Primary Care Networks. To include drafting communications, for
approval, on behalf of the PCN team.
- To make phone calls on behalf of the Executive
Director and other PCN team members, as required.
- Deal professionally and effectively with telephone
calls, correspondence, emails and the meeting and greeting of visitors,
respecting confidentiality.
- Build and maintain strong working relationships
with key contacts and stakeholders associated with the development of the
PCN.
- To collect and report relevant data to support
the work of the PCN team, including developing databases, and/or recording
systems as appropriate.
- To assist with the analysis of data, if
required, producing reports as necessary.
- To assist with the monitoring of relevant
budgets and process the ordering of stationery or equipment for the team
in accordance with Taurus procedures.
- To support Executive Directors by liaising
with HR regarding any sickness absence, holidays etc. of team members, as
required.
- Maintain effective, accurate and, where
appropriate, confidential filing systems and contact lists.
- To provide project support for the Executive Director
and across the department as and when required.
- To work collaboratively with the Head of
Corporate Governance and Business Support and Executive Assistants and provide
Executive Support, as necessary, in their absence. This may include, for
example, taking minutes for Senior Management Team or Executive Management
Team and Board meetings and PCN meetings.
- To provide reception cover duties in the absence
of the Business Support Officer.
- To be part of the Business Support team and attend
the Bi-weekly
Business Support meetings.
To carry out
any other appropriate duties as required.
Job description
Job responsibilities
- Ensure the effective deployment of the
Director and the team’s time (including diary management, correspondence,
arranging meetings and events, assembling agendas and meeting papers,
minute taking and other core tasks).
- Act as the first port of call for diary
events, knowing where the Executive Director and PCN Team members are, and
how they can be contacted.
- To provide EA support to the monthly Strategy
Committee, preparing
and ensure the timely distribution of agendas and papers, collating,
formatting and checking reports prior to sending them to the Strategy
Committee members via electronic methods. Liaise with the Chairman and
Committee members to organise and forward plan agenda items by organising a
“bring forward” system and independently pursuing replies/responses and taking
accurate and complete minutes of the Strategy Committee Meeting and ensure
that any follow up action is identified, logged and proactively taken
forward, prompting colleagues about actions needed and necessary and ensuring
all risks are provided and reviewed by the Committee on a monthly basis and
to update Datix accordingly of any changes.
- To provide EA support to the GP Leadership Team meetings
preparing and ensuring the timely distribution of agendas and papers,
collating, formatting and checking reports prior to sending them. Liaise with the Chair to organise and forward
plan agenda items by organising a bring forward” system and independently
pursuing replies/responses and taking accurate and complete minutes, and ensure
that any follow up action is identified, logged and proactively taken forward,
prompting colleagues about actions needed and necessary and ensuring all risks
are provided and reviewed by the members.
- To arrange appointments and meetings, as
required, including anticipating and making appropriate arrangements (e.g.
hospitality, venues, travel, and accommodation), as required.
- Manage all incoming correspondence both
electronic and paper, and use initiative to determine what matters can be
directed to other colleagues and which require the Executive Director’s/team
members’ attention. Draft responses
to general correspondence where appropriate.
- To produce documents in Word, Excel, PowerPoint
etc. on behalf of members of the team, ensuring strict version controls
are used.
- To provide executive support by carrying out
desktop research for the Executive Director and/or other team members, as
required.
- To create clear systems to organise own
workload, keeping track of repeating deadlines/meetings and ensuring tasks
are diarised, followed up, and completed.
- To help facilitate effective communication
between the Primary Care Network team, and other key stakeholders in order
to support the development of the Primary Care Networks. To include drafting communications, for
approval, on behalf of the PCN team.
- To make phone calls on behalf of the Executive
Director and other PCN team members, as required.
- Deal professionally and effectively with telephone
calls, correspondence, emails and the meeting and greeting of visitors,
respecting confidentiality.
- Build and maintain strong working relationships
with key contacts and stakeholders associated with the development of the
PCN.
- To collect and report relevant data to support
the work of the PCN team, including developing databases, and/or recording
systems as appropriate.
- To assist with the analysis of data, if
required, producing reports as necessary.
- To assist with the monitoring of relevant
budgets and process the ordering of stationery or equipment for the team
in accordance with Taurus procedures.
- To support Executive Directors by liaising
with HR regarding any sickness absence, holidays etc. of team members, as
required.
- Maintain effective, accurate and, where
appropriate, confidential filing systems and contact lists.
- To provide project support for the Executive Director
and across the department as and when required.
- To work collaboratively with the Head of
Corporate Governance and Business Support and Executive Assistants and provide
Executive Support, as necessary, in their absence. This may include, for
example, taking minutes for Senior Management Team or Executive Management
Team and Board meetings and PCN meetings.
- To provide reception cover duties in the absence
of the Business Support Officer.
- To be part of the Business Support team and attend
the Bi-weekly
Business Support meetings.
To carry out
any other appropriate duties as required.
Person Specification
Experience
Essential
- Experience of working as a PA/Executive Support role, including the management of busy diaries.
- Experience of producing agendas and minuting meetings.
- Experience of working with confidential data.
Desirable
- Experience of providing PA/Executive support to more than one person at a given time.
- Experience of working in an executive support role within a healthcare setting.
Qualifications
Essential
- GCSE Maths and English or equivalent.
Desirable
- Educated to A Level, or equivalent.
- NVQ business administration level 2 or other relevant administrative/keyboarding qualification.
Person Specification
Experience
Essential
- Experience of working as a PA/Executive Support role, including the management of busy diaries.
- Experience of producing agendas and minuting meetings.
- Experience of working with confidential data.
Desirable
- Experience of providing PA/Executive support to more than one person at a given time.
- Experience of working in an executive support role within a healthcare setting.
Qualifications
Essential
- GCSE Maths and English or equivalent.
Desirable
- Educated to A Level, or equivalent.
- NVQ business administration level 2 or other relevant administrative/keyboarding qualification.