Executive Assistant & Office Manager in City of London

TheExecutive Assistant and Office Manager will provide a high-quality,professional and confidential executive support service to the Chair, ChiefExecutive, Director of Operations and Senior Management Team of LMA Ltd, WestLondon GP Federation.

Asa key member of the corporate services function, the post holder will ensurethe effective operation of the executive office through proactive diary andstakeholder management, coordination of governance and corporate meetings,preparation of high-quality reports and correspondence, and oversight of officemanagement activities.

Therole requires excellent organisational skills, sound judgement, discretion, andthe ability to manage competing priorities in a fast-paced and evolving NHSprimary care environment.

Main duties of the job

Provide comprehensive executive support to the Chair, Chief Executive, Director of Operations and Senior Management Team.

Proactively manage complex and changing electronic diaries, schedules and appointments, ensuring effective prioritisation of commitments.

Arrange, coordinate and administer internal and external meetings, including preparation of agendas, papers, actions and minutes.

Produce, format and quality assure reports, presentations, briefing papers and correspondence on behalf of the executive team.

Act as a professional first point of contact for GP member practices, Primary Care Networks , NHS organisations, Integrated Care Boards and partner agencies.

Maintain corporate records, governance documentation and executive office systems in accordance with organisational policies.

Manage highly confidential, commercially sensitive and politically sensitive information with the utmost discretion.

Support organisational planning, governance activities, service improvement programmes and strategic projects.

Contribute to the efficient management of office facilities, supplies and administrative systems.

Promote the values and reputation of the organisation through professional and effective stakeholder engagement

About us

About the Team and Working at the Federation

You will be joining a fantastic, newly established team that is passionate about delivering high-quality patient care and making a real difference to local communities. We work in a fast-paced, supportive and collaborative environment, where strong working relationships, professionalism and a shared commitment to excellence are at the heart of everything we do.

You will have the opportunity to work closely with senior managers, clinicians, GP member practices, Primary Care Networks (PCNs) and a wide range of external stakeholders, building valuable relationships across the NHS and wider health and care system.

Job responsibilities

Develop and maintaineffective working relationships with senior managers, clinicians, General Practice memberpractices, Primary Care Networks s and external stakeholders.

Communicate professionallywith NHS organisations, local authorities and partner agencies.

Draft and edit correspondence and briefingdocuments.

Job description

Job responsibilities

Develop and maintaineffective working relationships with senior managers, clinicians, General Practice memberpractices, Primary Care Networks s and external stakeholders.

Communicate professionallywith NHS organisations, local authorities and partner agencies.

Draft and edit correspondence and briefingdocuments.

Planning and Organisational Skills

Managemultiple complex diaries, ensuring effective prioritisation of competingbusiness demands and organisational priorities.

Anticipatefuture requirements and proactively coordinate schedules, meetings andcorporate activities.

Monitorkey deadlines, actions and organisational commitments, ensuring timelycompletion and follow-up.

Coordinateexecutive and governance meetings, including logistical planning and documentmanagement

Responsibility forPatient / Client Care

Althoughthe role does not involve direct clinical care, the post holder must maintain apatient-centred approach and support the organisation in deliveringhigh-quality primary care services.

Responsibility forPolicy and Service Development

Contribute to thedevelopment and implementation of administrative systems, governance processesand executive office procedures.

Support organisationaltransformation and service improvement projects.

Responsibility forFinancial and Physical Resources

Support procurement ofoffice resources in accordance with organisational policies.

Responsibility forHuman Resources

Provide administrativesupport for recruitment, induction and appraisal processes where required.

Support the coordination of mandatorytraining records and workforce information.

Responsibility forInformation Resources

Maintainaccurate, secure and auditable electronic and paper records in line withorganisational policies.

Ensurefull compliance with Data Protection legislation, UK General Data Protection Regulations, InformationGovernance standards and Records Management requirements.

Produce,analyse and collate information to support organisational reporting,performance monitoring and decision-making.

Supportthe management of governance documentation and corporate records

Physical, Mental andEmotional Effort

Therole requires sustained concentration when managing multiple priorities,preparing administrative documentation and supporting internal and externalmeetings. The post holder will be required to meet competing and conflictingduties, to meet challenging deadlines

GeneralResponsibilities (Standard for all employees) Confidentiality

Maintain strictconfidentiality regarding all organisational, patient and staff information andcomply with General Data Protection Regulations and Information Governance requirements.

Equality, Diversityand Inclusion

Promote equality ofopportunity and treat all colleagues, patients and stakeholders with dignityand respect.

Health and Safety

Comply with all Healthand Safety legislation and organisational policies.

Safeguarding

Adhere to safeguardingpolicies for children, young people and vulnerable adults.

ProfessionalDevelopment

Participate in appraisal, mandatorytraining and continuing professional development.

NHS Values andBehaviours

Demonstrates compassion andrespect in all interactions.

Acts with integrity andmaintains confidentiality at all times.

Works collaboratively acrossorganisational boundaries.

Is committed to quality,continuous improvement and patient-centred care.

Promotes equality, diversityand inclusion.

Person Specification

Knowledge and Skills

• Understanding of NHS confidentiality and Information Governance requirements and office management systems.
• Excellent organisational and prioritisation skills; Good written and verbal communication; High level of accuracy; Ability to work independently and under pressure; Advanced Microsoft Office skills; Strong interpersonal and stakeholder management skills.
• Professional, discreet, resilient, proactive, flexible, calm under pressure and committed to teamwork and continuous improvement.
• Experience supporting a GP Federation, Primary Care Network or Integrated Care Board.
• Knowledge of NHS primary care structures and GP Federation.
• Experience of presentation and report production skills.

Qualifications

• Educated to NVQ Level 4 or equivalent experience in business administration or executive support; Evidence of continuing professional development.
• Degree

Experience

• Experience in business administration or executive support
• Evidence of continuing professional development.

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.

St. Charles Centre for Health & Wellbeing

#J-18808-Ljbffr