Job summary
The Executive Assistant role works within a small team to support the Executive team to deliver its objectives. This role requires a high degree of professionalism, flexibility and excellent communication skills.
Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.
To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.
Preparing papers and presentations, drafting documents and reports.
Responding to complaints that have been escalated through the companys processes.
To conduct research/ analysis on behalf of Directors/ senior managers.
Main duties of the job
Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.
To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.
Preparing papers and presentations, drafting documents and reports.
Responding to complaints that have been escalated through the companys processes.
To conduct research/ analysis on behalf of Directors/ senior managers.
Take a lead role in corporate communications, including maintaining the company website; producing presentations and promotional materials; maintaining brand guidelines; liaising with managers on their printed materials; producing material for social media use. Produce quality internal communication copy to support colleague engagement activity, including producing a weekly team communications and company newsletters.
Coordinate projects from across the business, providing support to managers to aid the progression of key projects in the companys business plan. Keep the companys business plan updated and contribute to review sessions to set the annual objectives.
About us
IntraHealth is one of the UKs leading providers of NHS Primary and Community Care services. We serve a range of patients across our three divisions of Primary Care (general practice), Pharmacy and Clinical Services which includes anticoagulation monitoring, patient medication reviews and childhood immunisation programmes.
We are a well-established organisation having provided NHS services since 1999. We operate NHS services across the North East, Yorkshire, the midlands and North West. Our team is made up of a wide range of healthcare professionals and administrative roles including GPs, Advanced Nurse Practitioners (ANPs), Nurses, Pharmacists, Health Care Assistants (HCAs) and local administration teams. Our frontline teams are supported by a centralised back office function; providing executive, finance, HR, administration and data analysis support.
Job description
Job responsibilities
Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.
To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.
Preparing papers and presentations, drafting documents and reports.
Responding to complaints that have been escalated through the companys processes.
To conduct research/ analysis on behalf of Directors/ senior managers.
Take a lead role in corporate communications, including maintaining the company website; producing presentations and promotional materials; maintaining brand guidelines; liaising with managers on their printed materials; producing material for social media use. Produce quality internal communication copy to support colleague engagement activity, including producing a weekly team communications and company newsletters.
Coordinate projects from across the business, providing support to managers to aid the progression of key projects in the companys business plan. Keep the companys business plan updated and contribute to review sessions to set the annual objectives.
Assist in the identification, preparation and submission of bids for NHS procurements and other initiatives.
Facilitate and support the implementation and development of projects liaising with internal, NHS, government and external organisations as appropriate.
Undertake basic health and safety tasks associated with the head office site.
Undertake specific projects as required, working independently or in conjunction with others as appropriate as directed by the directors.
Work effectively within the EA team, providing support and cover for colleagues as appropriate.
Variation within EA role
The EA role and responsibilities are generic across all postholders. However, in addition to the generic responsibilities there are certain specialisms within the role and undertaken by individual members of the EA team as agreed with the individual postholder. These include but are not limited to:
Project coordination
PA to Directors
Marketing and communications lead
Health and Safety lead
Facilities management support
Scope and Purpose of Job Description
A job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. Changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation / discussion with the post holder.
Core Competencies
Technical Competencies
Advanced Microsoft office knowledge
Management Competencies
Teamwork
Flexibility
Achievement Motivation
Risk Awareness
Health & Safety Awareness
Managing Tasks / Projects
Ensuring tasks and duties are performed within clearly defined time quality standards, ability to prioritise
Managing Information / Data
Compiling and processing, supplying accurate information and data to both internal and external contacts whilst ensuring confidentiality is maintained where appropriate.
Communications
High level of verbal and written communication skills
Information sharing with other professionals
The ability to write clear, concise reports and bid submissions
Health and Safety
The post holder is required to take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions at work. The post holder is also required to co-operate with their employing body to ensure that statutory and departmental regulations are adhered to.
Job description
Job responsibilities
Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.
To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.
Preparing papers and presentations, drafting documents and reports.
Responding to complaints that have been escalated through the companys processes.
To conduct research/ analysis on behalf of Directors/ senior managers.
Take a lead role in corporate communications, including maintaining the company website; producing presentations and promotional materials; maintaining brand guidelines; liaising with managers on their printed materials; producing material for social media use. Produce quality internal communication copy to support colleague engagement activity, including producing a weekly team communications and company newsletters.
Coordinate projects from across the business, providing support to managers to aid the progression of key projects in the companys business plan. Keep the companys business plan updated and contribute to review sessions to set the annual objectives.
Assist in the identification, preparation and submission of bids for NHS procurements and other initiatives.
Facilitate and support the implementation and development of projects liaising with internal, NHS, government and external organisations as appropriate.
Undertake basic health and safety tasks associated with the head office site.
Undertake specific projects as required, working independently or in conjunction with others as appropriate as directed by the directors.
Work effectively within the EA team, providing support and cover for colleagues as appropriate.
Variation within EA role
The EA role and responsibilities are generic across all postholders. However, in addition to the generic responsibilities there are certain specialisms within the role and undertaken by individual members of the EA team as agreed with the individual postholder. These include but are not limited to:
Project coordination
PA to Directors
Marketing and communications lead
Health and Safety lead
Facilities management support
Scope and Purpose of Job Description
A job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. Changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation / discussion with the post holder.
Core Competencies
Technical Competencies
Advanced Microsoft office knowledge
Management Competencies
Teamwork
Flexibility
Achievement Motivation
Risk Awareness
Health & Safety Awareness
Managing Tasks / Projects
Ensuring tasks and duties are performed within clearly defined time quality standards, ability to prioritise
Managing Information / Data
Compiling and processing, supplying accurate information and data to both internal and external contacts whilst ensuring confidentiality is maintained where appropriate.
Communications
High level of verbal and written communication skills
Information sharing with other professionals
The ability to write clear, concise reports and bid submissions
Health and Safety
The post holder is required to take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions at work. The post holder is also required to co-operate with their employing body to ensure that statutory and departmental regulations are adhered to.
Person Specification
Qualifications
Essential
- Recognised qualification in business studies or significant previous EA experience at a senior level
Attitudes/Skills/Qualities
Essential
- Excellent communication skills
- Ability to represent the company positively to commissioners, patients, visitors and complainants
- Ability to communicate effectively with Directors and senior managers both within and external to the organisation
- Ability to use tact, discretion and maintain confidentiality
- Accurate keyboard skills
- Excellent written English skills
- Strong organisational skills
- Ability to work under pressure with conflicting/tight deadlines
- Ability to prioritise own workload
- Strong attention to detail
- Ability to remain calm under pressure
- Strong team player
Desirable
- Understanding of the Data Protection Act principles, GDPR, patient confidentiality and information governance requirements
Experience
Essential
- Demonstrable experience as an EA at a senior level
- Working within a secure and confidential environment
- Advanced experience of using Microsoft Word, Excel, PowerPoint and Outlook
- Experience of dealing with difficult situations
Desirable
- Marketing
- Internal communications
- Tender writing and coordination
Person Specification
Qualifications
Essential
- Recognised qualification in business studies or significant previous EA experience at a senior level
Attitudes/Skills/Qualities
Essential
- Excellent communication skills
- Ability to represent the company positively to commissioners, patients, visitors and complainants
- Ability to communicate effectively with Directors and senior managers both within and external to the organisation
- Ability to use tact, discretion and maintain confidentiality
- Accurate keyboard skills
- Excellent written English skills
- Strong organisational skills
- Ability to work under pressure with conflicting/tight deadlines
- Ability to prioritise own workload
- Strong attention to detail
- Ability to remain calm under pressure
- Strong team player
Desirable
- Understanding of the Data Protection Act principles, GDPR, patient confidentiality and information governance requirements
Experience
Essential
- Demonstrable experience as an EA at a senior level
- Working within a secure and confidential environment
- Advanced experience of using Microsoft Word, Excel, PowerPoint and Outlook
- Experience of dealing with difficult situations
Desirable
- Marketing
- Internal communications
- Tender writing and coordination
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.
