Executive Assistant

Job description

Job responsibilities

JOB PURPOSE

To support the work of one of our clients by providing high quality administration support and finance support to the Medical Secretary and members of the team.

To be the first point of contact for our client for all administration and finance duties.

To manage the diary of the Medical Secretary and Chairman and ensuring their time is effectively deployed and they have all the necessary papers for meetings.

To arrange meetings and conferences across Herefordshire and Worcestershire, producing agendas and taking minutes and actions. To attend monthly meetings in Herefordshire and Worcestershire

To manage and maintain the clients website, ensuring it is kept up to date.

To manage the clients database and maintain accurate membership information

To manage and archive and filing systems

To provide general guidance to the Worcestershire LMC of any legislative changes which may affect the general management of the Worcestershire LMC

To ensure invoices are processed on time on a monthly and quarterly basis and recorded appropriately.

To ensure payroll information is collated in a timely manner

To prepare a weekly newsletter for dissemination

To monitor the clients mailbox and disseminate emails as appropriate

MAIN RESPONSIBILITIES

• Manage the day-to-day financial management of the organisation.

• Calculate and arrange funding by means of statutory and voluntary levies.

• Keep the committee’s cheque book, retain receipts and make payments.

• Receive bank statements and reconcile with the cash book.

• Calculate and pay all honoraria to members and officers including attendance honoraria.

• Keep all Income Tax and National Insurance documents, responsible for payments to Inland Revenue and annual returns.

• Assist on behalf of our client in dealings with the Stakeholders, Accountants and other relevant organisations.

• To maintain an awareness of national guidance and assist in the development of the our clients response and advice to members.

• Liaise with and advise our clients on the Regulations, Terms of Service and all other matters such as problems arising from the actions problems in consultation with the Medical Secretary.

• Review, update and maintenance of our clients website

• Distribution of Newsletter on a weekly basis.

• To implement a database.

• To manage, update and maintain membership records within the database.

• To arrange and co-ordinate meetings of our client providing full administrative and secretarial support; distribution of agenda and meeting papers, minute taking, transcription and distribution and follow up.

• To arrange and co-ordinate meetings for the Medical Secretary, assembly and distribution of papers, attendance and minute taking as required.

• To coordinate requests from members of for assistance from the Medical Secretary.

• Regularly read through list server and determine what information should be distributed.

• Arrange the Annual Dinner

• Attend Annual Conference with representatives from the committee.

• To book transport, hotels and meals for members.

• To manage incoming and outgoing communications and information of the organisation, answering telephone, dealing with queries, opening, distributing incoming post and mailing outgoing post.

• Maintain and develop filing and archiving system, file and retrieve correspondence/documentation as appropriate.

• Purchase of all office equipment and supplies.

• Organisation and attendance of team meetings, ensuring exchange of development information.

• Oversee all holidays ensuring minimal disruption and continuous cover. Arrange temporary staff cover as necessary.

• This job description is not exhaustive and may be adjusted periodically after review and consultation. You will also be expected to carry out any reasonable duties, which may be requested from time to time.

• To work collaboratively with the Business Support Executive Lead for the Managing Director and Executive Assistant for the Director of Nursing and Quality and provide Executive Support, as necessary, in their absence. This may include, for example, taking minutes for Senior Management Team, Board meetings, Quality meetings or PCN meetings.

• To attend the weekly Business Support meetings.

• To carry out any other appropriate duties as required.

Person Specification

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.

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.
• Experience of processing invoices.
• Experience of supporting in a finance office/environment.

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.

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)