Executive Assistant

Taurus Healthcare Limited

The closing date is 06 July 2022

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.

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.

Employer details

Employer name

Taurus Healthcare Limited

Address

Suite 1, Berrows Business Centre

Bath Street

Hereford

Herefordshire

HR1 2HE


Employer's website

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

For questions about the job, contact:

Date posted

21 June 2022

Pay scheme

Other

Salary

£22,600 to £25,750 a year depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

S0001-22-4807

Job locations

Suite 1, Berrows Business Centre

Bath Street

Hereford

Herefordshire

HR1 2HE


Supporting documents

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