Executive Assistant - Gloucester
Job Description
Job summary
An opportunity has arisen to join our friendly team, providing our senior Executives with secretarial, administrative and diary-management support.
You will be enthusiastic and motivated and work to a high standard of accuracy. You will be able to prioritise your workload effectively and have excellent written and verbal communication skills.
We are a small organisation: flexibility of approach and a willingness to support the team as a whole are essential.
The role will be based at our two facilities in central Gloucester, The role could be purely office-based, or hybrid office-based/working from home, if preferred. If hybrid working, you must be willing and able to travel to central Gloucester whenever required during your contracted hours. You must be able to travel independently to central Gloucester.
The executive administrator role is for 16-20 hours per week, to be worked over at least 4 days. However, we can accommodate applicants wishing to combine this role with other secretarial administrative duties up to whole-time equivalent (37.5 hours/week).
Salary will depend on skills and experience, in a range from £13.57 - £15.50/hour.
The role is eligible for the NHS pension scheme.
Paid annual leave of 25 days per annum plus 8 days of bank holidays (pro-rata if part-time).
Closing date: 15 April 2025
Interview date: 1 May 2025
For an informal chat with the Executive Team, email: glicb.gdocrecruitment.net
Main duties of the job
Comprehensive secretarial support and administrative services to the Executive team. This will include drafting letters, emails and co-ordinating responses with minimum supervision and guidance, managing electronic diaries, emails, day to day telephone queries and incoming post in a way that is responsive to their needs and contributes to the effectiveness of their role.
Arrange and support meetings as required. Produce minutes.
Diary management
Support recruitment activities when required (full training will be given).
Reports to: Executive Team
About us
You will be required to be immunised in compliance with Green Book (link attached) and NHS recommendations for your role (unless medically exempt).
G DOC LTD is owned by all the GP Practices in Gloucestershire; the Practices are our shareholders.
We operate on a not-for-profit basis: any profits are redistributed into primary care in Gloucestershire.
We are a limited company run by a Board of Directors, most of whom are experienced local GPs.
We run a number of GP practices, as well as some other services for the whole county.
In Gloucester we run 9,500 patients at Gloucester Health Access Centre/Matson Lane (9,500 patients) and Partners in Health (12,400).
In the Forest of Dean, we run two practices, both of which are dispensing: Lydney (7,500 patients), and Blakeney (3,200 patients).
Our countywide services include:
G DOC is running a Covid Medicines Service to help and support the high-risk patients in Gloucestershire.
Over 17,000 primary care appointments each year at Gloucester Health Access Centre for patients who may need to be seen the same day when their own practice is already full, or who do not have a registered GP. GHAC is open 8am-8pm, 365 days a year.
Job responsibilities
Duties specific to role
Provide a first point of contact for directors, for internal and external contacts.
Provide prompt, effective verbal and written communication and deal with queries in aconfidential, professional and sensitive manner.
Be an ambassador for G DOC: build and maintain constructive relationships with others, within and externally to G DOC.
Deal with all incoming emails, correspondence and telephone calls in aresourceful way, taking the initiative to respond to routine correspondence or forwardrequests for information to the appropriate officer.
Manage the multiple and complex demands of the Executives time and proactively manage diaries by forward planning and organising regular meetings and events.
Ensure that the executive is aware of appointments and that all relevant documents areprepared for each meeting and any travel arrangements/accommodation are in place.
Arrange appointments, co-ordinating internal and external meetings.
Plan, manage and support formal and informal meetings to include planning the cycle ofbusiness, compilation of agendas and collating supporting papers as well as practical aspects such as room bookings and catering if required.
Take minutes and produce action trackers from meetings; ensuring these are brought to the prompt attention of the relevant staff to enable follow up as necessary.
Facilitate the timely processing of confidential and official documentation withexceptional attention to detail.
Ensure that important issues that have a significant impact on the role of an executiveare brought to their attention in a timely manner.
Use initiative in all areas of work in the absence of or on behalf of the executive andensure that they are kept informed. This involves a high level of prioritising and problem-solving skills and a well-developed ability to relate absorbed knowledge to new emergingproblems without guidance.
Working conditions
Frequent, prolonged VDU use.
High levels of accuracy and attention to detail essential at all times.
Occasional work in a time pressured environment.
Some exposure to distressing situations and written material.
Process accurate expense claims and keep detailed records.
For full Job Description see attached 20250322 job description_Executive Assistant
Person Specification
Personal Qualities
Essential
- Clear, polite telephone manner
- Polite and confident
- Flexible and cooperative
- Motivated
- High levels of integrity and loyalty
- Sensitive and empathetic in distressing situations
- Ability to work under pressure
Experience
Essential
- Experience of working in healthcare
- Experience of working as a PA/EA to a Director or equivalent senior manager
- Experience of taking minutes at formal committee and group meetings
- Experience of working in a highly confidential environment
Skills
Essential
- Excellent communication skills (written and oral)
- Able to demonstrate a high standard of English grammar and comprehension
- Excellent attention to detail
- Strong administrative and organisational skills
- Competent in the use of Office and Outlook
- Ability to effectively manage diaries
- Have a well planned, organised and systematic approach to tasks
- Ability to follow policy and procedure
- Effective time management (Planning & Organising)
- Ability to meet deadlines
- Ability to work as a team member and autonomously
- Strong interpersonal skills
Desirable
- Strong minute-taking skills
Qualifications
Essential
- GCSE English Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
- GCSE Maths Grade 5 or above (or equivalent or higher qualification), or successful pass of competency test.
Desirable
- Undergraduate degree or equivalent
Other
Essential
- Disclosure Barring Service (DBS) check
- Able to travel independently to central Gloucester.
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.
Employer details
Employer name
G DOC Ltd
Address
Quayside House
Quay Street
Gloucester
GL1 2TZ
