Executive Assistant

To provide high-level administrative and organisational support to the CEO, ensuring efficient management of schedules, communications, and strategic priorities. The role requires discretion, professionalism, and the ability to manage complex tasks in a fast-paced environment.

Main duties of the job

• Executive Support
  • Manage the CEO's schedule, appointments, and travel arrangements, ensuring priorities are addressed efficiently.
  • Handle incoming communications, including emails and correspondence, with discretion and accuracy.
  • Prepare reports, briefings, and presentations as required.
  • Liaise with internal and external stakeholders, maintaining professional relationships.
  • Anticipate the CEO's needs and provide proactive support to facilitate decision-making.
  • Maintain confidentiality and exercise sound judgment in all matters.
• Meeting & Event Co-ordination
  • Organise board meetings, executive sessions, and company events.
  • Prepare agendas, minutes, and follow-up actions.
  • Ensure smooth logistics for all CEO-related engagements.
• Project & Administrative Support
  • Assist with strategic projects and research as directed by the CEO.
  • Maintain filing systems and confidential records.
  • Support compliance and governance processes.
  • Provide administration to meetings such as taking minutes and circulating them with actions.
  • Liaise with senior leadership and external partners on behalf of the CEO.

Other Requirements:

• Ability to work in a fast-paced environment with priorities changing frequently.
• Positively represent EBPC at all times.
• High standards must be maintained in all dealings with managers, doctors, nurses, staff and non-EBPC personnel to ensure that a professional image of EBPC is preserved at all times.
• You are required to deal with any real or potential safety hazards. Where doubt exists, the On Call Duty Manager is to be informed.
• EBPC maintains a no smoking policy on premises and grounds.
• Demonstrate flexibility and adaptability in responding to changing priorities and demands.
• Build and maintain positive, collaborative, and mutually supportive working relationships with all EBPC staff.
• Foster an inclusive workplace by respecting and valuing diversity in all interactions.

Confidentiality:

In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, practice staff and other healthcare workers. They may also have access to information relating to the practice as a business organisation. All such information from any source is to be regarded as strictly confidential. Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines.
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training (minimum annually).

Equality and diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognizes the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
• Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain quality within the practice, and will:

• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team's performance.
• Work effectively with individuals in other agencies to meet patients' needs.
• Effectively manage own time, workload and resources.

Communication:

The post-holder should recognise the importance of effective communication within the team and will strive to:

• Communicate clearly and effectively with team members to support collaboration and efficiency.
• Communicate sensitively and professionally with patients and carers.
• Recognise and respond appropriately to individual communication needs, including alternative methods where required.

Contribution to the implementation of services:

The post-holder will:

• Apply practice policies, standards and guidance.
• Discuss with other members of the team how the policies, standards and guidelines will affect own work.
• Participate in audit where appropriate.

General Data Protection Regulation (GDPR)

All members of staff are bound by the requirements of the General Data Protection Regulation 2018 and any breaches of the Act or of the confidential nature of the work of this post could lead to dismissal.

Person Specification

• Personal Skills
  • Good communicator listener, clear, concise, coherent, patient.
  • Good presentation and accuracy of work.
  • Ability to work to deadlines.
  • Time Management skills in order to prioritise and meet conflicting deadlines.
  • Team Player.
  • Calm, especially under pressure.
  • Resourceful, helpful, pro-active, common sense.
• Special Requirements
  • Ability to recognise and adhere to need for strict confidentiality.
  • Full Driving licence and able to travel as required to sites across East Berkshire.
  • Reliable and flexible.
  • Sense of humour.
• Other
  • Meet requirements of the Job description.

Please note this job description may be subject to change at times due to the needs of the business.

Experience

• Proven experience as an Executive Assistant or Personal Assistant at senior level.
• Able to work unsupervised.
• Working knowledge of Microsoft Office 365 packages.
• Able to work on own initiative and part of a team.
• Computer literate.
• Understand operational delivery and procedures.
• General Practice background.

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.