Executive Assistant

NHS; Tees Valley; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent healthcare organisation in Tees Valley is seeking an Executive Assistant. This role involves providing high-quality support to the Managing Director and the Board of Directors. The ideal candidate will exhibit excellent communication and organisational skills, with proficiency in Microsoft Office tools. Responsibilities include diary management, governance support, and recruitment administration. This position allows for flexible working hours, fostering a supportive workplace culture that prioritizes employee wellbeing.

Benefits

Access to counselling services

Professional development opportunities

Training and development access

Qualifications

• Experience with recruitment administration and HR processes.
• Experience in NHS, primary care, or VCSE environment.
• Experience with governance or board support.
• Familiarity with KPI or performance data.

Responsibilities

• Provide executive support to the Managing Director.
• Lead employment checks, onboarding, and recruitment administration.
• Arrange meetings and maintain diaries.
• Collate KPIs and performance data.
• Maintain accurate organisational records.

Skills

Communication and relationship building

Strong organisational skills

Attention to detail

Proficient in Microsoft Office tools

Experience in executive-level administration support

Ability to manage confidential information

Interest in business development

Education

Educated to GCSE level

Job description

PrimaryHealthcare Darlington is a federation of local GP practices, wholly owned bythe local primary care community and exists to provide high-quality healthcareclose to the community it serves.

Theorganisation continues to grow and is seeking excellent candidates for the newrole of Executive Assistant, based here at Forsyth House in the Town Centre,Darlington.

Weare open to candidates working between 30 hours and 37.5 hours a week.

TheExecutive Assistant provides high-quality executive, administrative, andorganisational support to the Managing Director, Senior Management team andBoard of Directors at Primary Healthcare Darlington (PHD).

Main duties of the job

Provide executive support to the Managing Director including diary management, meetings and papers.

Support the Board of Directors with governance administration.

Lead employment checks, onboarding, offboarding, and recruitment administration.

Work with managers to collate KPIs and performance data.

Provide project and business development support.

Maintain accurate organisational records and ensure confidentiality at all times

Contribute to our policy and compliance work

About us

Primary Healthcare Darlington is a GP Federation, based centrally in Darlington, which supports 11 GP practices in Darlington to provide the best possible healthcare services.

We also provided an extended GP Access Service, a Community Sexual Health Service, private medicals and primary care services and an integrated service to the Care Homes within Darlington.

We are an award-winning company who places the wellbeing of our staff at the heart of everything we do. We have a wellbeing lead who offers staff access to multiple wellbeing resources, and as a company we offer staff access to free counselling services, protected time to develop professionally, access to high-quality training and development. In the past year staff have supported Groundwork, Age UK and many more community projects.

PHD is an Equal Opportunities employer and positively encourages applications from suitably qualified and eligible candidates, regardless of age, sex, race, disability, sexual orientation, gender reassignment, religion or belief, or pregnancy and maternity.

Job responsibilities

Administrativeresponsibilities

Possessadvanced IT skills and a good working knowledge in Outlook, Word, Excel, andPowerPoint.

Toundertake ad hoc project work to meet operational needs.

Administrationcover for absences when required and help with extraordinary workloads.

Tosupport any PHD projects where necessary.

Tosupport the aims and objectives of PHD and contribute to the ongoingdevelopment of the company as required.

Provide executive support tothe Managing Director including diary management, meetings and papers.

Support the Board of Directorswith governance administration.

Lead employment checks,onboarding/offboarding, and recruitment administration.

Provide project and businessdevelopment support.

Maintain accurateorganisational records and ensure confidentiality at all times

Contribute to our policy andcompliance work

Meetings and events

Toarrange meetings and maintain diaries, including finding available dates fromall attendees, arranging venues, book facilities/equipment and refreshments.This includes regular meetings as well as larger scale workshops and events.

Information, dataanalysis and reporting

Work with managers to collateKPIs and performance data.

Arequirement to collate and interpret data for the purpose of reporting to keystakeholders.

Workingwith team members in the collection of information for performance reporting onrelevant team projects.

Planning and organising

Tomanage a demanding and reactive workload in a responsive way.

Towork autonomously and in a proactive manner, identifying problems and proposingsolutions and alternative courses of action.

Possessexcellent organisation skills and to complete work in a timely and accuratemanner.

Communication

Beinga point of contact in the general office for all PHD staff and Directors.

Takingtelephone calls using company protocols and use initiative to resolve issuesfor callers.

Toundertake correspondence as required, this may be confidential and complex innature.

Todevelop and maintain accurate and up to date distribution lists across largegroups of stakeholders.

Information technology,governance and management systems

Havea working knowledge of IT software and hardware relevant to role.

Developand maintain effective electronic and paper filing systems, to ensure thatinformation is kept securely and is accessible to other members of the teamwhere appropriate.

Confidentiality

Inthe performance of the duties outlined in this job description, the post-holdermay have access to confidential information relating to patients and theircarers, company staff and other healthcare workers. They may also have access to informationrelating to the company as a business organisation. All such information from any source is to beregarded as strictly confidential.

Health & Safety

Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the company Health & SafetyPolicy, Infection Control Policy and other related published procedures. Thiswill include:

Usingpersonal security systems within the workplace according to company guidelines

Identifyingthe risks involved in work activities and undertaking such activities in a waythat manages those risks

Makingeffective use of training to update knowledge and skills

Usingappropriate infection control procedures, maintaining work areas in a tidy andsafe way and free from hazards

Activelyreporting of health and safety hazards and infection hazards immediately whenrecognised

Keepingown work areas and general / patient areas generally clean, assisting in themaintenance of general standards of cleanliness consistent with the scope ofthe job holders role

Undertakingperiodic infection control training (minimum annually)

Demonstratedue regard for safeguarding and promoting the welfare of children.

Equality and Diversity

Thepost-holder will support the equality, diversity and rights of patients, carersand colleagues, to include:

Actingin a way that recognises the importance of peoples rights, interpreting themin a way that is consistent with company procedures and policies, and currentlegislation.

Respectingthe privacy, dignity, needs and beliefs of patients, carers and colleagues.

Behavingin a manner which is welcoming to and of the individual, is non-judgmental andrespects their circumstances, feelings priorities and rights.

Personal/ProfessionalDevelopment

Thepost-holder will participate in any training programme implemented by the companyas part of this employment, such training to include:

Participationin an annual individual performance review, including taking responsibility formaintaining a record of own personal and/or professional development

Takingresponsibility for own development, learning and performance and demonstratingskills and activities to others who are undertaking similar work

Quality

Thepost-holder will strive to maintain quality within the company, and will:

Alertother team members to issues of quality and risk

Assessown performance and take accountability for own actions, either directly orunder supervision

Contributeto the effectiveness of the team by reflecting on own and team activities andmaking suggestions on ways to improve and enhance the teams performance

Workeffectively with individuals in other agencies to meet patient needs

Effectivelymanage own time, workload and resources

Contribution to theImplementation of Services

Thepost-holder will:

Applycompany policies, standards and guidance

Discusswith other members of the team how the policies, standards and guidelines willaffect own work

Participatein audit where appropriate

Person Specification

Qualifications

• Educated to GCSE level

Experience

• Communication and relationship building
• strong organisational skills and attention to detail
• Experience in executive-level administration support
• Proficient in Microsoft office tools
• Experience with recruitment administration and HR processes.
• Ability to manage confidential information appropriately.
• Experience in NHS, primary care, or VCSE environment.
• Experience with governance or board support.
• Familiarity with KPI or performance data.
• Interest in business development or organisational improvement.

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.