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Executive Assistant

7 months ago

Northampton, United Kingdom Circle Health Group Full time

**_Executive Assistant_**
**_Three Shires Hospital_**
**_Part Time & Permanent_**
**_Up to £27,666.67 pro rata plus benefits_**

**The Three Shires Hospital** in Northampton **is part of Circle Health Group, Britain's leading provider of independent healthcare with a nationwide network of hospitals & clinics, performing more complex surgery than any other private healthcare provider in the country.

**Circle Health Group are proud to be recognised as one of the UK’s 25 best big companies to work for and one of the 10 best companies to work for in the health and social care sector.**

**We have an opportunity for a Executive Assistant to join their team of staff in the Senior Management department.**

**This is a part time role for 22.5 hours a week. The role holder will be required to cover a flexible shift pattern**.

**Applicants should meet the following criteria**:

- Maths, English GCSE at grades A to C or equivalent functional skills level 2 evidence.
- A working and up to date knowledge of IT systems (to include Excel, PowerPoint and Word)
- Secretarial/organisational skills
- Professional telephone manner
- Excellent time management skills
- Competent in filing and archiving documents
- Previous EA/PA experience of working at a senior level.
- Experience of taking minutes
- Ability to work with competing demands.
- Development and maintenance of systems for managing documents including correspondence.

**Duties of this role include**:

- Provide a confidential and professional administrative service to the Hospital Senior Management Team and assist in the smooth and efficient running of the hospital.
- Management of meeting documentation relative to the Senior Management Team (SMT) to include timely issue of agenda and associated documentation; attending meetings to produce minutes and circulate as appropriate to the meeting. Meetings include Medical Advisory Committee, governance, operational and financial meetings.
- To ensure that accurate records are maintained on CHG’s systems to demonstrate that all staff working are doing so in line with current legislation and Care Quality Commission (CQC) / Health Improvement Scotland (HIS) / Healthcare Inspectorate Wales (HIW) best practice. This will include:

- Ensuring that Disclosure and Barring Service (DBS) / Protecting Vulnerable Groups (PVG) checks have been carried out in line with current CQC / HIS / HIW and CHG policy.
- Ensuring that documentation is held on file for each individual to evidence their right to work in the UK, and that this is updated as appropriate for individuals with limited leave to remain in the UK.
- Ensuring that all new recruits have been certified as fit to work by Occupational Health prior to their employment commencing.
- Maintain confidentiality at all times.
- Ensure a good working relationship with all role stakeholders.
- Provide a high level of stakeholder support, by proactively engaging with unit line management.
- Review and analyse the data in the monthly dashboard reports in terms of HR compliance.
- Ensure that all filing related to employees and bank workers is stored securely and is electronically uploaded to EDM on a regular basis and in line with current CHG policy.
- Act as the link between the HR Administration and Recruitment Team
- Ensure that personnel records are kept up to date by ensuring that the HR Administration Team are advised in a timely manner of any changes, such as leavers plus changes that do not fall under Trent Self-Service
- Circulate the weekly Vacancy Bulletin reminding sites to display on notice boards.
- Act as gatekeeper for all HR documentation such as Leavers, Contract Changes etc
- Complete Leaver acknowledgement letters and remind line managers to conduct an exit discussion.
- Support with Vacancy Approval and Harbour front end processes
- Ensure that an appropriate induction is completed in a timely manner for all new staff and that the relevant paperwork is added to the individual’s personnel file; escalate unreasonable delays.
- Ensure any HR and Payroll actions identified through the audit process are implemented.
- Update CHGHD’s organisation charts at regular intervals
- Work with Head Office CHG to identify staff, who are eligible each quarter for a long service award to permit the accurate order of Smartboxes. Communicate recipients to each line manager and track Smartbox receipts. Communicate receipts back to Head Office CHG for invoice / audit.
- Support managers in ensuring that online performance management is completed on time for all their direct reports.
- Direct any reference requests for existing staff and / or leavers to the HR Administration team in a timely manner.
- Handle the eye care voucher issuance in line with policy.
- Support the management team in understanding the compliance of their staff.
- Support line managers with any Cohort issues
- Keep close attention to existing staff member’s immigration status and raise any concerns with li