Senior Management Administrator
Senior Management Administrator
Hourly Rate from £13.97 to £15.44 per hour
Full Time Permanent Role
Based in Brough with alternate site visits (all local)
To provide an administrative support function the Senior Management Team
MAIN DUTIES AND RESPONSIBILITIES
Communications
1. Managing the Chief Executive Officer’s and the Head of HR & Finance’s incoming post in their absence
2. Forwarding e-mails from the Chief Executive Officer’s and the Head of HR & Finance’s Outlook Inboxes (as agreed) in their absence
3. Managing the Chief Executive Officer’s and the Head of HR & Finance’s calendars in their absence and arranging meetings with colleagues and/or external organisations on their behalf.
4. Taking telephone messages in the Chief Executive Officer’s and the Head of HR & Finance’s absence.
5. Occasional communication with external bodies on behalf of the Chief Executive Officer and the Head of HR & Finance eg bank, ICB, NHS England, accountant etc
General Office support
6. Assistance with general document production
7. Photocopying documents for circulating to Partners or staff
8. Occasional secretarial support
9. Assist the Head of Allied Clinical Services with ad-hoc administration support
Meetings
10. Attending meetings with the Chief Executive Officer or the Head of HR & Finance, taking minutes and providing assistance as required.
11. Organising working lunches for meetings
Administration
12. Organise Partner PDPs, send out all relevant paperwork, a notification to all staff regarding feedback and book a room.
13. Organise salaried GP PDPs, send out all relevant paperwork, a notification to all staff regarding feedback and book a room
14. Organise PDPs for other staff as requested, send out relevant paperwork, a notification to all staff regarding feedback (if appropriate) and book a room.
Data Analysis & Reporting
15. Create and maintain Microsoft Excel calculation and analysis tools to support business administration and management making use of Microsoft Excel advanced formulas, data validation tools and other advanced features.
16. Support the Head of HR & Finance and Chief Executive Officer with complex data analysis and reporting using a range of software to include Microsoft Excel, Microsoft Access and enhanced reporting features within the HR system.
17. Complete monthly returns to the ICB detailing the practice’s enhanced access provision and utilisation, highlighting any issues to the Head of HR & Finance.
18. Provide quarterly reports to the Senior Management Team on the provision, utilisation and cover provided by staff within the EA service.
19. Oversee the creation and updating of practice and pharmacy policies, ensuring those responsible for updating each policy complete this in a reasonable timeframe.
20. Maintain a central list of all policies.
21. Provide assistance to the Complaints Officer and Senior Management Team with the administration of complaints, typing letters and completing general administration as required.
22. Provide general IT support to staff, directing staff to the Operations Manager and Head of Systems & Estates if necessary.