Executive Assistant in Bristol

Montpelier Health is recruiting for an Executive Assistant to support the GP Partners, Practice Manager and management team, serving as a strategic extension of the leadership team.

Main duties of the job:

• Executive Assistant support will cover a wide range of disciplines, including finance, HR, facilities, projects, information and records, monitoring and reporting, diaries, meetings, governance and minute taking.

About us:

If you have a passion for delivering outstanding service to a diverse, inner-city population, then look no further than Montpelier Health, where inclusivity is encouraged and celebrated. We believe that working collaboratively is key to offering the best possible service and you will always have a voice in being able to shape change at Montpelier. Compassionate, front line primary care is what we offer, with an ability to really make a difference and Partners who are visible, present, lead from the front and will listen to you. If you believe in our values as much as we do, then reach out to Montpelier Health and take us up on this exciting opportunity.

Job responsibilities:

• Manage complex and fast-changing calendars for management and executive teams.
• Coordinate internal and external meetings, including agendas, documentation, presentations, logistics, actions, and follow-up.
• Prepare agendas, reports, summaries, and confidential correspondence.
• Exercise sound judgement when triaging priorities, escalating urgent matters, and managing decision flow.
• Maintain strict confidentiality and handle sensitive information with professionalism and integrity.
• Anticipate leadership needs and proactively identify operational risks, scheduling conflicts, and workflow bottlenecks.
• Provide high-level administrative and operational support to GP Partners and the management team.

Meetings, Governance & Compliance:

• Organise governance meetings, leadership meetings, safeguarding MDTs, appraisals, training sessions, and external stakeholder meetings.
• Coordinate meeting schedules, maintain meeting calendars, and ensure supporting documentation is circulated in a timely manner.
• Take accurate minutes and distribute actions promptly.
• Track actions, significant events, governance documentation, and follow-up requirements.
• Support maintenance and oversight of governance structures, business continuity plans, policies, organisational documentation, and compliance records.
• Assist with regulatory preparation, audits, inspections, and governance reporting requirements.
• Maintain governance folders, training records, and operational documentation systems.

Operational Coordination & Workflow Management:

• Support day-to-day operations by streamlining communication, documentation flow, and administrative processes.
• Build and maintain repeatable systems for scheduling, meeting management, executive communications, and operational tracking.
• Coordinate cross-functional tasks and projects to ensure deadlines are met, and priorities remain aligned.
• Monitor operational workflows and identify opportunities for improvement and efficiency.
• Assist with project coordination, implementation support, and operational follow-through.
• Provide operational oversight and administrative support across departments as required.

Safeguarding, Training & Organisational Support:

• Act as administrative lead for safeguarding coordination and MDT preparation.
• Maintain safeguarding registers, action logs, and associated documentation.
• Coordinate staff training records, compliance reporting, and training communications.
• Organise onboarding and induction schedules for management and clinical new starters.
• Coordinate appraisals, annual schedules, and associated documentation.
• Support health literacy, internal communications, and organisational engagement initiatives.

IT, Systems & Communications:

• Support oversight of internal systems, websites, digital platforms, communication tools, and operational software.
• Raise and coordinate IT issues and system access requests where appropriate.
• Maintain distribution lists, shared drives, governance folders, and document libraries.
• Monitor shared inboxes and distribute communications appropriately.
• Assist with website updates, campaigns, notices, and internal communications.

Travel, Events & Cross-Functional Collaboration:

• Support planning and delivery of leadership events, off-site meetings, training days, and organisational initiatives.
• Liaise with HR, Operations, Facilities, Clinical teams, and external stakeholders to support organisational priorities.
• Serve as a key logistical and operational point of contact for internal and external events.

Person Specification:

• Computer literate with knowledge of Microsoft Word, Outlook, Excel, PowerPoint and other computer packages.
• Previous administrative experience.
• Experience of working as part of a team and on own initiative.
• Evidence of commitment to continuing personal development.
• Previous NHS experience.

Skills and abilities:

• Effective and polite manner when dealing with people, both face‑to‑face and on the telephone.
• Proven ability to work to appropriate quality standards and meet tight deadlines.
• Ability to work with and support a range of staff.
• Demonstrate excellent organisational and administrative skills.
• Proven ability to make decisions as well as use own initiative.
• Ability to be flexible and adaptable to work demands.
• Excellent written/verbal communication and interpersonal skills.
• Ability to deal with sensitive and confidential information.
• Willingness to learn new systems.
• Committed to own personal development.
• Ability to prioritise, ensuring efficient and effective workload completion and deal with a number of issues at one time.

Qualifications:

• Three A levels or qualified by experience.

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.