Executive Assistant

NHS Jobs; Shrewsbury (MA); On-site; USD 50,000 - 75,000; Full time

Job summary

NHS Jobs is seeking an experienced administrator to support the Senior Leadership Team and governance functions within a busy PCN environment in Massachusetts. The role encompasses executive support, board and compliance administration, HR processes, and finance duties to maintain accurate records and timely reporting.

You will prepare agendas, minutes, onboarding and recruitment tasks, and handle pre-employment checks, payroll data, invoices, and budget reports, ensuring data protection and

Responsibilities

• Executive support: Provide administrative support to the Senior Leadership Team as required.
• Board, Governance and Compliance administration: Provide administrative support to the PCN Board and its meetings, including agendas, papers, minutes and the action log. Track actions agreed at the Board, Senior Leadership Team and other governance meetings, and follow them up with owners to ensure they are completed. Maintain governance records, including the register of interests, board membership, terms of reference and meeting schedules. Support the Head of Quality & Improvement with governance administration, including document control and preparation of assurance reports. Maintain compliance trackers across the PCN eg training, DBS, registration, policy review dates and audit action completion; highlighting gaps and concerns to the Senior Leadership Team
• Human Resources Administration: Collate and store evidence to support CQC inspections, audits and compliance reviews. Provide comprehensive HR administrative support across the employee lifecycle, including recruitment, onboarding, employment changes and leavers. Support recruitment processes, including preparing and placing adverts, managing applications, coordinating shortlisting and interviews, and communicating with candidates. Complete and track pre-employment checks, including references, DBS, right to work and professional registration, ensuring all requirements are completed and appropriately recorded. Prepare offer letters, contracts and contractual variations, and coordinate new starter and leaver documentation. Coordinate onboarding and induction arrangements, including induction schedules, welcome information, system access requests and completion of induction requirements. Maintain accurate and confidential personnel files and HR records in accordance with data protection
• Finance Administration: Provide day-to-day finance administration for the PCN, ensuring financial records, transactions and supporting documentation are accurate, complete and maintained in a timely manner. Support the preparation, submission and monitoring of PCN and primary care funding claims, including claims to the ICB and other commissioners, collating supporting information and following up outstanding payments where required. Raise and issue invoices on behalf of the PCN, maintain appropriate records and monitor outstanding income. Process supplier invoices and other financial transactions, ensuring they are accurately recorded within QuickBooks and appropriately authorised. Maintain accurate records of income and expenditure within QuickBooks, including appropriate coding and supporting documentation. Undertake routine bank reconciliation, identifying and resolving discrepancies and escalating any issues as appropriate. Monitor the PCN finance inbox and respond to or appropria

Job description

Key responsibilities of the Role

• Executive support Provide administrative support to the Senior Leadership Team as required.
• Board, Governance and Compliance administration Provide administrative support to the PCN Board and its meetings, including agendas, papers, minutes and the action log. Track actions agreed at the Board, Senior Leadership Team and other governance meetings, and follow them up with owners to ensure they are completed. Maintain governance records, including the register of interests, board membership, terms of reference and meeting schedules. Support the Head of Quality & Improvement with governance administration, including document control and preparation of assurance reports. Maintain compliance trackers across the PCN eg training, DBS, registration, policy review dates and audit action completion; highlighting gaps and concerns to the Senior Leadership Team
• Human Resources Administration Collate and store evidence to support CQC inspections, audits and compliance reviews. Provide comprehensive HR administrative support across the employee lifecycle, including recruitment, onboarding, employment changes and leavers. Support recruitment processes, including preparing and placing adverts, managing applications, coordinating shortlisting and interviews, and communicating with candidates. Complete and track pre-employment checks, including references, DBS, right to work and professional registration, ensuring all requirements are completed and appropriately recorded. Prepare offer letters, contracts and contractual variations, and coordinate new starter and leaver documentation. Coordinate onboarding and induction arrangements, including induction schedules, welcome information, system access requests and completion of induction requirements. Maintain accurate and confidential personnel files and HR records in accordance with data protection and information governance requirements. Maintain annual leave and sickness absence records, administer associated documentation and processes, and flag absence triggers or areas requiring management attention. Maintain oversight of key workforce dates and compliance requirements, including probation reviews, fixed-term contract end dates, appraisals, DBS renewals, professional registration and mandatory training. Coordinate the annual appraisal cycle and maintain the PCN training matrix and individual training records, arranging training and following up outstanding requirements. Produce routine workforce reports, including sickness absence, turnover, vacancies and training compliance, to support effective workforce oversight. Act as the first point of contact for routine HR administrative queries, referring complex, sensitive or advisory matters to the Head of People & Finance. Provide administrative support for employee relations processes as directed, including arranging meetings, taking notes, preparing correspondence and maintaining accurate and confidential records. Provide accurate and timely starter, leaver, contractual change and absence information to support payroll and ARRS claims.
• Finance Administration Provide day-to-day finance administration for the PCN, ensuring financial records, transactions and supporting documentation are accurate, complete and maintained in a timely manner. Support the preparation, submission and monitoring of PCN and primary care funding claims, including claims to the ICB and other commissioners, collating supporting information and following up outstanding payments where required. Raise and issue invoices on behalf of the PCN, maintain appropriate records and monitor outstanding income. Process supplier invoices and other financial transactions, ensuring they are accurately recorded within QuickBooks and appropriately authorised. Maintain accurate records of income and expenditure within QuickBooks, including appropriate coding and supporting documentation. Undertake routine bank reconciliation, identifying and resolving discrepancies and escalating any issues as appropriate. Monitor the PCN finance inbox and respond to or appropriately direct routine queries from practices, suppliers, commissioners and other stakeholders. Maintain accurate records relating to PCN funding streams and expenditure, supporting effective monitoring of budgets and income. Collate financial information and supporting evidence for ICB claims, ARRS reimbursement and other PCN funding arrangements, working with colleagues to ensure submissions are complete and made within required deadlines. Support month-end and year-end processes by ensuring transactions, invoices, claims and supporting documentation are complete and up to date. Produce routine finance reports and information for the Head of People & Finance, highlighting outstanding invoices, claims, payments or discrepancies requiring attention. Maintain clear and auditable financial records, ensuring appropriate confidentiality and compliance with PCN financial procedures and information governance requirements.