Integrated Primary Care Services Executive Team Personal Assistant

Job purpose The Personal Assistant (PA) to the Executive Team will provide high-level administrative support to the executives within the NHS provider organisation. The PA will be responsible for managing schedules, coordinating meetings, preparing documents, and ensuring smooth day-to-day operations. The role requires exceptional organisational skills, attention to detail, and the ability to handle confidential information with discretion. 1. Key Responsibilities 1.1. Diary management Schedule and coordinate meetings, appointments, and events for the Executive Team. Manage and prioritize the executive teams calendars to ensure efficient use of time. Ensure all meeting arrangements are in place, including room bookings, refreshments, and necessary equipment. 1.2. Administrative Support Prepare and distribute agendas, minutes, and briefing papers for meetings. Handle correspondence, draft emails, and manage communication on behalf of the Executive Team. Organize and maintain confidential files and records. Conduct research and gather information to support decision-making. 1.3. Travel coordination Arrange travel itineraries, accommodations, and transport for the Executive Team. Process travel expenses and ensure compliance with organizational policies. 1.4. Project support Assist with special projects and initiatives as required by the Executive Team. Coordinate cross-departmental projects and liaise with internal and external stakeholders. 1.5. Communication Act as the first point of contact for the Executive Team, handling inquiries and directing them as appropriate. Foster positive working relationships across the organization and with external partners. Ensure the executive office operates smoothly and efficiently. 2. Education and Qualifications Minimum of GCSE or equivalent Other formal qualifications in business administration, healthcare management or a related field. 3. Knowledge and Experience 3.1 Essential: Proven experience as a Personal Assistant or Executive Assistant, preferably within the healthcare or public sector. Strong organisational and time-management skills. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Ability to handle sensitive information with discretion and maintain confidentiality. Strong interpersonal skills and the ability to work effectively with a diverse range of people. 3.2 Desirable: Knowledge of NHS structures and processes. Experience with project management. Understanding of healthcare terminology and regulations. 3.3 Personal Attributes Proactive and able to work independently with minimal supervision. High level of attention to detail and accuracy. Ability to manage multiple priorities and deadlines. Professional and approachable demeanour. Strong problem-solving skills and a can-do attitude. 3.4 Working Conditions The role may require flexible working hours, including evenings, weekends, and public holidays. The position may involve occasional travel to different sites or meetings. 4. Limits of Authority Staff may not be dismissed or suspended under disciplinary procedures. May not take annual leave without the prior agreement of the Line Manager 5. Other The job description and person specification may be reviewed on an ongoing basis by the changing needs of the services and the Organisation.

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