Executive Assistant
- Preparation of routine and advanced correspondence and monitor and/or chase progress of responses, flagging potential delays or potential issues as appropriate. Use initiative in determining the appropriate action to be taken when receiving complex queries and demonstrate an understanding of the appropriate priority. Devise and maintain office systems, including data management and filing. Arrange travel, parking and accommodation as appropriate. Screen phone calls, enquiries and requests and handle them when appropriate. Meet and greet visitors at all levels of seniority. Organise and maintain electronic diaries and make appointments where required. Deal with incoming email and post. Liaising with partners, stakeholders and colleagues as appropriate. Meeting Management Coordinate meetings and provide general administrative support including organising diaries, booking rooms, arranging audio visual equipment and any refreshments as and when required. Prepare for meetings by issuing agendas, minutes and other supporting documentation in a timely manner, liaising with attendees to obtain papers and reports as required, ensuring that papers for meetings are prepared to a standardised format. Attend meetings to take accurate minutes and/or action logs.
- wide meetings.
- Preparing presentations for the Chief Executive for senior meetings, conferences and other engagements.
Assist with drafting business plans, project plans and other documents as required.
Supporting with new business development by monitoring the wider environment, such as procurement websites, for relevant opportunities, relating these to the organisations wider strategic objectives and understanding which are suitable for further investigation.
Working with senior managers to project manage the development of tender responses, business cases, or other appropriate documentation and assisting with the completion of the same where appropriate.Coordinating projects as required and undertaking specific projects as mutually agreed with the CEO and Senior Management Team.
Other Responsibilities Provide ad hoc administrative support to SGPA Board Members, including arranging travel and training.
Assist with the management of SGPAs head office and provide cover for other members of the administrative team during periods of absence.
Being the point of contact for the head offices landlord on all office management issues.
Undergo annual appraisals and to self-monitor mandatory training ensuring 100% compliance on an annual basis.
Propose and develop policies and procedures within own area to improve efficiency and effectiveness.
Carry out any other duties as may reasonably be required by their line manager.
Confidentiality In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, Practice staff and other healthcare workers.
All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Alliance may only be divulged to authorised persons in accordance with the Alliances policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Alliances Health & Safety Policy to include: Identifying the risk involved in work activities and undertaking such activities in a way that manages those risks.
Ensuring that all accidents or dangerous accidents are reported and investigated and follow up action taken where necessary.Equality and Diversity The post-holder will support the quality, diversity and rights of patients, carers and colleagues to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings, priorities and rights.
Quality The post-holder will strive to maintain quality within the Alliance and will: Alert other team members to issues of quality and risk.
Assess own performance and take accountability for own actions, either directly or under supervision.Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
Work effectively with individuals in other agencies to meet patients needs.
Effectively manage own time, workload and resources.
Communication The post-holder should recognise the importance of effective communication within the team and will strive to
- Communicate effectively with other team members.
Recognise peoples needs for alternative methods of communication and respond accordingly.