Salary:Up to £34,969.44 pa depending upon experience (pro-ratafor part-time)
Contract Type: Permanent
Hours: Full time Hours (37.5), part-time considered
33 days annual leave + bank holidays, pension and additional employeebenefits
Main duties of the job
To support the CEO inthe successful delivery of company objectives through providing and maintainingeffective administration assistance. Providing a comprehensive, high quality,confidential and personal assistant service to the Chief Executive and, whereappropriate, other members of the Senior Management Team to ensure their timeis used effectively and efficiently to maximise productivity.
The post-holder willprovide full secretarial and administrative support, including complex diarymanagement, preparation of key reports and presentations, coordinatingmeetings, minute taking, booking relevant courses and making cost effective travelarrangements.
The post-holder willthink creatively and work collaboratively as well as having an analyticalmindset to support the business with ad hoc projects including theidentification of, and response to, business development opportunities.
About us
We have a fantasticopportunity for an Executive Assistant to join Sunderland GP Alliance Ltd. We are listed in The Sunday Times BestPlaces to Work for 2025 which is based upon what our people say it is like towork here. We have a friendly,supportive culture and this role can create personal development and careeropportunities for the right person as you work alongside the Chief Executiveand other senior leaders across the business.
You should be a proactiveand emotionally intelligent individual who thrives in a fast paced environment. You will be confident in managing competingpriorities with discretion and professionalism.Of course you will have exceptionalcommunication skills and a meticulous attention to detail. We welcome you being tech savvy with acuriosity of how A.I. can change the executive and administration landscape.
We look forward to hearingfrom you.
Sunderland GP Alliance is a not-for-profit collaboration of GP practices in Sunderland.
All GP Practices in Sunderland are members of the organisation, covering approximately 285,000 patients.
The Alliance also runs three practices in Washington (Monument Surgeries), South Hylton and New Silksworth.
Job responsibilities
Personal Assistant Support
Provide full Executive Assistantsupport to include:
* Preparation of routine and advanced correspondence, and monitor and/orchase progress of responses, flagging potential delays or potential issues asappropriate.
* Use initiative in determining the appropriate action to be taken whenreceiving complex queries and demonstrate an understanding of the appropriatepriority.
* Devise and maintain office systems, including data management andfiling.
* Arrange cost effective travel, parking and accommodation as appropriate.
* Screen phone calls, enquiries and requests, and handle them whenappropriate.
* Meet and greet visitors at all levels of seniority.
* Organise and maintain electronic diaries, and make appointments whererequired
* Deal with incoming email and post.
* Liaising with partners, stakeholders, and colleagues as appropriate.
Meeting Management
* Coordinate meetings and provide general administrative support includingorganising diaries, booking rooms, arranging audio visual equipment, and anyrefreshments as and when required.
* Prepare for meetings by issuing agendas, minutes and other supportingdocumentation in a timely manner, liaising with attendees to obtain papers andreports as required, ensuring that papers for meetings are prepared to astandardised format.
* Attend meetings to take accurate minutes and/or action logs.
* Undertake all of the above for a range of both organisational andsystem-wide meetings.
Strategic Business Support
Utilising the knowledge and experiencegained whilst attending a range of high-level meetings the Executive Assistantwill provide broader support to the Chief Executive including, but not limitedto:
* Preparing presentations for the Chief Executive for senior meetings,conferences, and other engagements.
* Assist with drafting business plans, project plans and other documentsas required.
* Supporting with new business development by monitoring the widerenvironment, such as procurement websites, for relevant opportunities, relatingthese to the organisations wider strategic objectives and understanding whichare suitable for further investigation.
* Working with senior managers to project manage the development of tenderresponses, business cases, or other appropriate documentation, and assistingwith the completion of the same where appropriate.
* Coordinating projects as required and undertaking specific projects asmutually agreed with the CEO.
Confidentiality
* In the performance of the duties outlined in this job description, thepost-holder may have access to confidential information relating to patientsand their carers, Practice staff and other healthcare workers. All such information from any source is to beregarded as strictly confidential.
* Information relating to patients, carers, colleagues, other healthcareworkers or the business of the Alliance may only be divulged to authorizedpersons in accordance with the Alliances policies and procedures relating toconfidentiality, and the protection of personal and sensitive data.
Health & Safety
Thepost-holder will assist in promoting and maintaining their own and othershealth, safety and security as defined in the Alliances Health & SafetyPolicy to include:
* Identifying the risk involved in work activities and undertaking suchactivities in a way that manages those risks.
* Ensuring that all accidents or dangerous accidents are reported and investigatedand follow up action taken where necessary.
Equality and Diversity
Thepost-holder will support the quality, diversity and rights of patients, carersand colleagues to include:
* Acting in a way that recognizes 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, carersand colleagues.
* Behaving in a manner which is welcoming to and of the individual, isnon-judgemental and respects their circumstances, feelings, priorities andrights.
Quality
Thepost-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, eitherdirectly or under supervision.
* Contribute to the effectiveness of the team by reflecting on own andteam activities and making suggestions on ways to improve and enhanced theteams performance.
* Work effectively with individuals in other agencies to meet patientsneeds.
* Effectively manage own time, workload and resources.
Communication
The post-holdershould recognize the importance of effective communication within the team and willstrive to:
* Communicate effectively with other team members.
* Communicate effectively with patients and carers.
* Recognise peoples needs for alternative methods of communication andrespond accordingly.
Person Specification
Qualifications
* GCSE or equivalent in Mathematics and English.
* Proficient in the use of Microsoft Office Suite and tech curious.
* Trained in the requirements of GDPR.
Experience
* Excellent communication skills (written and verbal).
* Proven experience in administrative work, managing a busy workload being able to prioritise and maintain efficient workflows.
* Experience of handling confidential information with discretion.
* Experience of collaborating with others and creating productive working relationships.
* Proven experience of problem solving. Able to trouble shoot issues and make decisions independently.
* Ability to handle telephone queries and understand when to involve others.
* Ability to take accurate notes and record minutes.
* Experience of coordinating projects
Other
* Full, valid driving licence and use of own car, also demonstrable business insurance use valid policy
Motivation and Skills
* Ability to work effectively and collaboratively within a team and on own initiative.
* Ability to be flexible and adapt to changing and challenging circumstances.
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.
Depending on experienceUp to £34,969.44 pa depending upon experience
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