Integrated Primary Care Services Executive Team Personal Assistant

Portsmouth Primary Care Alliance

Information:

This job is now closed

Job summary

We are seeking an experienced and highly organised Personal Assistant (PA) to support the Executive Team within our joint alliance SCA, which includes the Portsmouth Primary Care Alliance (PPCA) and the Southern Hampshire Primary Care Alliance (SHPCA).

Main duties of the job

The successful candidate will provide essential administrative and organisational support, ensuring the smooth operation of executive functions across both organisations.

The Personal Assistant (PA) to the Executive Team will provide high-level administrative support to the executives within the NHS provider organisation. The PA will be responsible for managing schedules, coordinating meetings, preparing documents, and ensuring smooth day-to-day operations. The role requires exceptional organisational skills, attention to detail, and the ability to handle confidential information with discretion.

About us

Portsmouth Primary Care Alliance (PPCA) is an innovative organisation dedicated to providing high-quality primary care services in Portsmouth. PPCA is currently collaborating closely with Southern Health Primary Care Alliance (SHPCA), a primary care alliance in Southern Hampshire.

In June 2024, PPCA, as part of its strategic partnership with SHPCA, created the South Coast Alliance (SCA). SCA is dedicated to delivering comprehensive healthcare solutions tailored to our community's diverse needs. By combining the strengths and expertise of both organisations, SCA aims to enhance the quality, accessibility, and efficiency of healthcare services, ensuring that every individual receives the highest standard of care.

The alliances under the SCA partnership are committed to delivering streamlined, high-quality patient care and take pride in their exceptional feedback scores.

Date posted

06 August 2024

Pay scheme

Other

Salary

£25,147 a year Pro-rata

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

U0057-24-0002

Job locations

Cosham Park House

Cosham Park Avenue

Portsmouth

Hampshire

PO6 3BG


Southern Hampshire Primary Care Alliance

Waterlooville Health centre

Waterlooville

PO7 6AJ


Job description

Job responsibilities

1. Key Responsibilities

1.1. Diary management

Schedule and coordinate meetings, appointments, and events for the Executive Team.

Manage and prioritize the executive teams calendars to ensure efficient use of time.

Ensure all meeting arrangements are in place, including room bookings, refreshments, and necessary equipment.

1.2. Administrative Support

Prepare and distribute agendas, minutes, and briefing papers for meetings.

Handle correspondence, draft emails, and manage communication on behalf of the Executive Team.

Organize and maintain confidential files and records.

Conduct research and gather information to support decision-making.

1.3. Travel coordination

Arrange travel itineraries, accommodations, and transport for the Executive Team.

Process travel expenses and ensure compliance with organizational policies.

1.4. Project support

Assist with special projects and initiatives as required by the Executive Team.

Coordinate cross-departmental projects and liaise with internal and external stakeholders.

1.5. Communication

Act as the first point of contact for the Executive Team, handling inquiries and directing them as appropriate.

Foster positive working relationships across the organization and with external partners.

Ensure the executive office operates smoothly and efficiently.

Job description

Job responsibilities

1. Key Responsibilities

1.1. Diary management

Schedule and coordinate meetings, appointments, and events for the Executive Team.

Manage and prioritize the executive teams calendars to ensure efficient use of time.

Ensure all meeting arrangements are in place, including room bookings, refreshments, and necessary equipment.

1.2. Administrative Support

Prepare and distribute agendas, minutes, and briefing papers for meetings.

Handle correspondence, draft emails, and manage communication on behalf of the Executive Team.

Organize and maintain confidential files and records.

Conduct research and gather information to support decision-making.

1.3. Travel coordination

Arrange travel itineraries, accommodations, and transport for the Executive Team.

Process travel expenses and ensure compliance with organizational policies.

1.4. Project support

Assist with special projects and initiatives as required by the Executive Team.

Coordinate cross-departmental projects and liaise with internal and external stakeholders.

1.5. Communication

Act as the first point of contact for the Executive Team, handling inquiries and directing them as appropriate.

Foster positive working relationships across the organization and with external partners.

Ensure the executive office operates smoothly and efficiently.

Person Specification

Experience

Essential

  • Proven experience as a PA or Executive Assistant, preferably in healthcare or the public sector.
  • Strong organisational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite.
  • Ability to handle sensitive information with discretion.
  • Strong interpersonal skills.

Desirable

  • Knowledge of NHS structures and processes.
  • Experience with project management.
  • Understanding of healthcare terminology and regulations.
  • Knowledge of NHS structures and processes.

Qualifications

Essential

  • Minimum of 5 GCSE or equivalent

Desirable

  • Other formal qualifications in business administration, healthcare management, or a related field.
Person Specification

Experience

Essential

  • Proven experience as a PA or Executive Assistant, preferably in healthcare or the public sector.
  • Strong organisational and time-management skills.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite.
  • Ability to handle sensitive information with discretion.
  • Strong interpersonal skills.

Desirable

  • Knowledge of NHS structures and processes.
  • Experience with project management.
  • Understanding of healthcare terminology and regulations.
  • Knowledge of NHS structures and processes.

Qualifications

Essential

  • Minimum of 5 GCSE or equivalent

Desirable

  • Other formal qualifications in business administration, healthcare management, or a related field.

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

Portsmouth Primary Care Alliance

Address

Cosham Park House

Cosham Park Avenue

Portsmouth

Hampshire

PO6 3BG


Employer's website

http://www.portsmouthpca.org.uk/ (Opens in a new tab)

Employer details

Employer name

Portsmouth Primary Care Alliance

Address

Cosham Park House

Cosham Park Avenue

Portsmouth

Hampshire

PO6 3BG


Employer's website

http://www.portsmouthpca.org.uk/ (Opens in a new tab)

For questions about the job, contact:

Head of Operations

Jolene Crascall

jolene.crascall@nhs.net

02392728870

Date posted

06 August 2024

Pay scheme

Other

Salary

£25,147 a year Pro-rata

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

U0057-24-0002

Job locations

Cosham Park House

Cosham Park Avenue

Portsmouth

Hampshire

PO6 3BG


Southern Hampshire Primary Care Alliance

Waterlooville Health centre

Waterlooville

PO7 6AJ


Privacy notice

Portsmouth Primary Care Alliance's privacy notice (opens in a new tab)