Executive Assistant (Partnerships & Events)

Cardiff and Vale University Health Board; Sefton; On-site; GBP 32,000 - 46,000; Full time

Job summary

South Sefton Primary Care Network (PCN) is seeking an enthusiastic and proactive Executive Assistant (Partnerships & Events) to support the Managing Director and strengthen relationships across primary care and the wider health system.

You will manage diaries, lead on events and engagement activities, and build links with 19 GP practices, Sefton GP Federation, NHS partners, community organisations and local businesses.

Qualifications

• Experience in an Executive Assistant, PA or similar administrative role.
• Strong organisational and multitasking skills.
• Confident communicating with a wide range of stakeholders.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, Outlook and Teams.
• Willingness to travel across South Sefton and attend occasional evening events.

Responsibilities

• Provide high-quality Executive Assistant support to the Managing Director.
• Manage diaries, meetings, agendas and action logs.
• Build and maintain relationships with GP practices, NHS partners and external stakeholders.
• Coordinate Protected Learning Time (PLT) events and other engagement activities.
• Support stakeholder communications, newsletters and promotional activities.
• Act as a key contact for internal and external partners.
• Support projects and initiatives across the PCN.

Skills

EA/PA experience

Multitasking

Stakeholder comms

Partnerships & events

MS Office/Teams

Education

A-Level standard

GCSE English & Maths

Tools

Microsoft Office

Outlook

Teams

Job description

South Sefton Primary Care Network (PCN) is looking for an enthusiastic and proactive Executive Assistant (Partnerships & Events) to support our Managing Director while helping us strengthen relationships across primary care and the wider healthcare system. This is an exciting and varied role combining executive support, stakeholder engagement and event coordination. You'll play a key role in connecting the PCN with our 19 GP practices, Sefton GP Federation, NHS partners, community organisations and local businesses while helping deliver a programme of impactful meetings, learning events and engagement activities. This is an opportunity to work at the heart of primary care transformation, supporting meaningful partnerships and initiatives that make a real difference to our local communities. You'll join a supportive and values-driven organisation committed to collaboration, innovation and excellence. Occasional travel across South Sefton and attendance at evening events may be required., What You'll Be Doing

• Providing high-quality Executive Assistant support to the Managing Director.
• Managing diaries, meetings, agendas & action logs.
• Building & maintaining strong relationships with GP practices, Sefton GP Federation, NHS partners and external stakeholders.
• Supporting the Coordinationof Protected Learning Time (PLT) events and other workforce, wellbeing and community engagement events.
• Supporting stakeholder communications, newsletters & promotional activities.
• Acting as a key point of contact for internal & external partners.
• Supporting projects & organisational initiatives across the PCN.
• Monitoring event attendance, stakeholder engagement and feedback.

The Executive Assistant (Partnerships & Events) works within the South Sefton PCN leadership team, supporting the Managing Director and wider organisation through effective executive support, stakeholder engagement and event coordination.

The role plays an important part in strengthening relationships between the PCN, member practices, Sefton GP Federation, NHS organisations, community partners and external stakeholders. The post holder will lead the planning and coordination of key events, learning programmes and engagement activities whilst ensuring the Managing Director and leadership team receive high-quality administrative and organisational support.

Job Purpose To provide comprehensive Executive Assistant support to the Managing Director whilst coordinating a programme of stakeholder engagement activities, meetings and events that support the strategic objectives of South Sefton Primary Care Network. The post holder will build and maintain effective relationships with member GP practices, Sefton GP Federation, NHS partners, suppliers, local businesses and community organisations, ensuring the PCN remains connected, engaged and collaborative across the wider health and care system.

Executive Assistant Support

• Provide a professional and confidential Executive Assistant service to the Managing Director.
• Manage complex diaries, meetings, appointments and schedules.
• Act as a key point of contact on behalf of the Managing Director.
• Prepare agendas, reports, presentations and briefing papers.
• Organise and support Board, leadership and partnership meetings.
• Attend meetings when required, utilise technology to take accurate minutes and managing action logs.
• Draft correspondence and communications on behalf of the Managing Director.
• Maintain confidential records and documentation in accordance with GDPR requirements.

Partnerships and Stakeholder Engagement

• Develop and maintain strong working relationships with South Sefton member practices.
• Build productive relationships with NHS organisations, local authorities, voluntary sector organisations and local businesses.
• Support the Managing Director in developing and strengthening strategic partnerships.
• Coordinate stakeholder communications and engagement activities.
• Promote collaboration and identify opportunities for joint working across organisations.
• Represent the PCN professionally when engaging with stakeholders and partners.

Events and Engagement

• Lead the coordination and delivery of PCN events, meetings and engagement programmes.
• Support Protected Learning Time (PLT) events across the network.
• Support patient, workforce, wellbeing and community engagement events.
• Manage venue bookings, catering, materials and event logistics.
• Coordinate attendee registrations, invitations and communications.
• Liaise with speakers, exhibitors, sponsors and partner organisations.
• Provide operational support during events, including setup, registration and troubleshooting.
• Ensure events are delivered to a high standard and support organisational objectives

Communications and Business Support

• Produce newsletters, event communications, promotional materials and stakeholder updates.
• Support internal and external communication activities.
• Maintain stakeholder databases and contact lists.
• Assist with project coordination and organisational initiatives.
• Support the delivery of PCN priorities by coordinating actions and monitoring progress.
• Prepare reports, presentations and information for meetings and events.

Monitoring and Reporting

• Maintain accurate records of stakeholder engagement activities and events.
• Collect and analyse attendance data and participant feedback.
• Produce reports and summaries for leadership meetings and governance groups.
• Identify opportunities for service improvement based on feedback and learning.
• Monitor actions arising from meetings and engagement activities.

Key Relationships: Managing Director PCN Leadership Team South Sefton GP Practices GP Federation Cheshire and Merseyside ICB NHS provider organisations Community and voluntary sector partners Local businesses and suppliers Training providers Patients and public representatives

Everyone working for South Sefton PCN is expected to: Champion equality, diversity and inclusion, ensuring a respectful environment where patients, families and colleagues are treated fairly, with dignity, and without discrimination. Promote health, safety and wellbeing, taking reasonable care for themselves and others, complying with SHEF policies, and ensuring risks are identified and managed appropriately. Protect confidentiality, safeguarding all patient information and maintaining trust by following legal and organisational requirements. Contribute to quality and continuous improvement, sharing good practice, supporting investigations, and identifying opportunities to enhance patient care and service delivery. Engage in learning and development, completing mandatory training and supporting colleagues through mentorship and knowledge sharing. Work collaboratively, using effective communication, managing workload, supporting team members, delegating safely, and contributing to clear and agreed plans and outcomes.

We are looking for someone who

• Has previous experience in an Executive Assistant, PA, Coordinator or similar administrative role.
• Has strong organisational & multitasking skills.
• Is confident communicating with a wide range of stakeholders.
• Enjoys developing positive working relationships & partnerships.
• Has excellent written & verbal communication skills.
• Is proficient in Microsoft Office, Outlook & Teams.
• Can work independently, use initiative & maintain confidentiality.

Desirable Experience

• NHS, primary care or healthcare sector experience.
• Event management or stakeholder engagement experience.
• Experience supporting senior leaders & executive teams, Excellent organisational and time-management skills.
• Strong interpersonal, relationship-building and networking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and prioritise competing demands.
• Strong attention to detail and accuracy.
• Excellent IT skills including Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Ability to coordinate multiple projects, meetings and events simultaneously.
• Professional, confident and approachable manner when dealing with stakeholders
• Knowledge & experience
• Previous experience in an EA, PA, Administrative Coordinator or similar.
• Experience organising meetings, events or engagement activities.
• Experience managing multiple priorities and deadlines.
• Experience developing & maintaining effective stakeholder relationships.
• Experience producing professional reports, presentations & communications.

Values, drivers & motivators

• Flexible and adaptable approach to work.
• Ability to maintain confidentiality and discretion.
• Self-motivated and able to use initiative.
• Ability to remain calm and organised under pressure.
• Willingness to travel across South Sefton and attend occasional evening events.

Aptitude & Personal Qualities

• Flexible and adaptable approach to work.
• Ability to maintain confidentiality and discretion.
• Self-motivated and able to use initiative.
• Ability to remain calm and organised under pressure.
• Willingness to travel across South Sefton and attend occasional evening events.

Qualifications

• Educated to A-Level standard or equivalent experience.
• GCSE English and Mathematics (Grade 4/C or above) or equivalent., Experience using CRM, event management or stakeholder engagement systems.
• Experience using AI and digital tools to improve productivity and communication.
• Project coordination skills.
• Knowledge & experience
• Experience working within the NHS, PCN or healthcare environment.
• Experience working across multiple organisations and partnership arrangements.
• Experience supporting senior leaders and executive teams.
• Experience in community engagement or stakeholder relations.

Values, drivers & motivators

• Interest in healthcare transformation and community health improvement.
• Reflective and improvement-focused approach.

Qualifications

• Business Administration, Event Management or Project Management qualification.
• Executive Assistant, PA or administrative professional qualification.
• NHS or healthcare-related qualification/training.

South Sefton Primary Care Network (PCN) is a collaboration of 19 GP practices working together with healthcare, community and voluntary sector partners to improve health outcomes for our local population. We are committed to delivering high-quality, patient-centred care while developing innovative services that meet the changing needs of our communities.

Working for South Sefton PCN means joining a fast‑paced, ambitious and supportive organisation where autonomy, innovation and continuous improvement are encouraged. We empower our colleagues to take ownership of their work, contribute new ideas and make a meaningful difference to the services we provide. Our culture is underpinned by our core values, which guide how we work and interact with colleagues, patients and partners every day: Making a difference in the right way by putting patients, families and carers first, acting with integrity and building trust through respect, fairness and dignity. Acting with enthusiasm and positivity by bringing energy and commitment to delivering quality, valuing and celebrating diversity, and taking pride in the impact we make. Behaving with care and compassion by keeping kindness and humanity at the heart of patient care and teamwork, and making time for colleagues, patients and carers. By living these values every day, we create an inclusive environment where people can thrive, develop and make a real difference to the communities we serve.

South Sefton Primary Care Network brings together 19 GP practices and local health, social care and voluntary sector partners to provide integrated, patient centred services. We work collaboratively to strengthen general practice, improve access, and support the health and wellbeing of our diverse local communities.