Executive Assistant, NCL GP Provider Alliance

Job description

Job responsibilities

Job Title: Executive Assistant, NCL GP Provider Alliance

Hours of work: Full time (37.5 hours per week)

Remuneration: £25k - £28k pa dependent on experience

Contract length: Permanent

Accountable to: Managing Director, NCL GPPA

Responsible to: Managing Director, NCL GPPA

Location: The post holder will be required to work across Barnet, Camden, Enfield, Haringey and Islington in support of the GPPA

CONTEXT

The General Practice Provider Alliance has been established to ensure that General Practice has a voice in the integrated care system of North Central London (NCL). The ambition is for general practice to have a unified provider voice to strategically lead, influence and enable primary care provision across NCL, and to provide the best possible services for communities, optimising health gains and reducing inequalities.

The GPPA Board has clinical and non-clinical representatives from across the five North Central London boroughs (Barnet, Camden, Enfield, Haringey and Islington) with representation from GP Federations, NHS 111, Primary Care Networks (PCNs), and Londonwide Local Medical Committee (LMC).

This role supports the GPPA and is employed through one member of the Alliance, Haringey GP Federation.

ROLE SUMMARY

The Executive Assistant will be part of a small team recruited to support the GPPA and work alongside primary care providers. Success in the role will necessitate working closely with the Managing Director providing them with day-to-day support so that they can undertake their role as efficiently and effectively as possible.

The post holder will demonstrate a high level of organisational skills to proactively support the smooth delivery and operation of the office for the GPPA. This will include effectively supporting the GPPA Board meeting cycle. The role will also be required to provide general administrative support to the GPPA Board.

MAIN DUTIES AND RESPONSIBILITIES

Executive Assistant Duties

1. Deliver first call, professional and confidential support to the Managing Director.
2. Co-ordinate and plan the Managing Directors activities, resolving complex and conflicting commitments daily.
3. Provide all executive support to the Managing Director, including management of a complex calendar and mailbox ensuring effective prioritisation of competing demands on his/her time.
4. Monitor the Managing Directors email in box by identifying any urgent emails which need to be managed in the Managing Directors absence or when away from the office. Archive contents of email folders each month for the Directors
5. Act as the first point of contact for the Managing Director screening telephone calls, enquiries and requests, and handling them when appropriate.
6. Arrange travel and accommodation and, occasionally, travel with the Managing Director to take notes or dictation at meetings, or to provide general assistance during presentations.

GPPA Business Administration

1. Operate as a key member of the team, providing support as required to enable delivery of GPPA objectives.
2. Co-ordinate the day-to-day business administration requirements of the GPPA to ensure that the portfolio of tasks/projects is planned, managed and delivered effectively.
3. Research and draft correspondence and papers, manage specific tasks and lead on specific reporting when requested.
4. Support effective communication and stakeholder management, with a wide range and diverse group of internal and external stakeholders.
5. Organise meeting or events including various staff/stakeholder events.
6. Provide administrative support to the GPPA Board including agenda setting, preparation of papers/reports, minute taking, reporting attendance, producing and maintaining action logs, analysis of information and stakeholder management.
7. Book meeting rooms and conference facilities for the GPPA Board
8. Raise invoices and support reporting of costs and expenses
9. Provide ad-hoc administrative support to other members of staff within the GPPA

General Duties:

• Undertake appropriate training and skills development as might be identified to fulfil the requirements of the role and participate in staff training and development as required
• Ensure that movement and diary commitments are updated on a regular basis.
• Working with all team members in the collection of information for performance reporting on relevant team projects
• Acting as a point of contact for team, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously

Confidentiality

All NHS staff have both a common law duty and a statutory duty of confidentiality to protect patients (and indeed any personally identifiable) information and only use it for the purposes for which it was intended. The disclosure and use of confidential patient information needs to be both lawful and ethical.

Information Governance

All staff must keep up to date with the requirements of the information governance and must follow local policies and procedures to ensure that information is dealt with legally, securely, efficiently and effectively. Staff must appropriately manage all the information they handle during the course of their employment with the GPPA, making the information available for sharing in a controlled manner, subject to statutory requirements and the local Information Governance Policy, and formal Information Sharing arrangements.

Data Protection

All the personal information we hold, obtain, record, use and share as an organisation is governed by the Data Protection Act (1998).As an employee of the GPPA you have a legal responsibility for all personal information you handle and must not at any time use the personal data in a way compatible with the guidelines stipulated in this Act. If you are any doubt regarding what you should or should not do in connection with the Data Protection Action then you must contact your line manager.

Records Management

As an employee of the GPPA, you have a legal responsibility for all records you work with e.g. patient records, financial records, personal, administrative etc., that you gather or use as part of your work. The records may be held in a variety of formats such as paper, electronic, microfiche, audio and video tapes etc. You must consult your manager if you have any doubt as to the correct management of the records with which you work.

Freedom of Information

The post holder will follow the local Freedom of Information Policy and Procedure in line with the Freedom of Information Action (2000)

Risk Management

All GPPA employees are accountable, through the terms and conditions of their employment, professional regulations, clinical governance and statutory health and safety regulations, and are responsible for reporting incidents, being aware of the risk management strategy and emergency procedures and attendance at training as required

Health and Safety

Staff must not do anything to compromise the health and safety of either their colleagues or themselves. Staff should also be aware of the responsibilities placed on them by legislation to ensure agreed safety procedures are carried out.

Equal Opportunities

The organisation will adhere to, and is committed to, all legislation relating to equality and diversity. All staff must act in ways that are in accordance with legislation, policy, procedures and good practice relating to equality and diversity. This includes ensuring that they do not discriminate against others in relation to their race, disability, gender, sexual orientation, age and religious belief, and promoting equality of opportunity in relation to employment and service provision.

No Smoking Policy

There is a smoke free policy in operation in the GPPA. In accordance with this policy smoking is positively discouraged and is not permitted anywhere within the buildings, on the premises or grounds. Designated smoking areas or smoking rooms are not permitted.

Corporate Governance

You will be expected to familiarize yourself with the local governance arrangements, which outline the structures and procedures for the governance of GPPA activities, including Standing Order and Standing Financial Instructions. Staff should conform to the requirements of the Standing Orders, Standing Financial Instructions or other financial procedures including the NHS Code of Conduct and Accountability and Fraud and Corruption Policy.

Safeguarding Children

All staff must be familiar with and adhere to local child protection procedures and guidelines, in conjunction with statutory guidance and the London LSCB policies and procedures. All staff are required to attend child protection awareness training, and any additional training and supervision regarding child protection relevant to their position and role.

This role description is intended, as a basic guide to the responsibilities of the post, is not exhaustive, and may be subject to review in consultation with the post holder.

Person Specification

Experience

Essential

• Experience in supporting an executive director

Desirable

• Experience in communications and stakeholder management
• A good understanding of the health and social care environment and roles and responsibilities within it

Qualifications

Essential

• Educated to degree level in relevant subject or equivalent level of experience working at a similar level in a specialist area
• Commitment to continuing professional development. Demonstrate a strong desire to improve performance and make a difference by focusing on goals

Desirable

• NVQ Level 3 /4 Customer Service or Business Admin

Skills and Abilities

Essential

• Excellent communication and interpersonal skills (verbal, listening and written) and presentation skills
• Able to nurture key relationships, to engender trust and confidence and demonstrate integrity in the provision of advice and support
• Proactive organisation and office management skills good time management, prioritisation, attention to detail, ability work on own initiative under pressure and to changing demands
• Problem solving skills and ability to respond to sudden unexpected demands
• Experienced minute taker
• Ability to work on own initiative and organise own workload without supervision working to tight and often changing timescales
• Able to demonstrate an understanding of and commitment to equality of opportunity
• Sound understanding of the need for confidentiality, discretion and trust.
• Used to work in a busy environment adaptable, flexible and able to cope with uncertainty and change
• Self-motivated, professional, calm and efficient manner, resilient team player

Desirable

• Previous experience in project management and planning

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

Haringey GP Federation

Address

48 Station Road

Wood Green

London

N22 7TY

Employer's website

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