Executive Assistant

2 weeks ago

Bradford, United Kingdom Trust Primary Care Full time

**JOB DESCRIPTION**

**JOB TITLE: Executive Assistant**

**REPORTS TO: Marie Stout & Project Managers as needed**

**ACCOUNTABLE TO: Marie Stout**

**HOURS: 37.5 hours per week**

**SALARY: £23-£27,000 per annum pro rata (dependent upon previous experience)**

**(Note: TPC is not an Agenda for Change employer, but does offer the NHS Pension)**

**Job Summary**:
This role will be responsible for the corporate governance and administration of TPC, delivering the key objectives of TPC, supporting and strengthening General Practice, providing at scale Primary Care services and being a voice of Primary Care in multi-agency working. The role reports into the Chief Operating Officer. You will be both office-based and liaising and working across partners and practices, ensuring the Implementation of our service developments and documenting compliance.

TPC often operates in a fast-moving environment and can be called upon to deliver a new piece of work at short notice. The Executive Assistant, alongside the team, needs to be able to respond to this as required, being adaptable and agile in their approach and able to flex workload.

Main Duties and Responsibilities:

- Act as the point of contact for the Chief Operating Officer and Board, member practices, commissioners and other external partners as needed.
- Manage information flow in a timely and accurate manner.
- Manage the Chief Operating Officer’s calendar and set up all TPC meetings.
- Make travel and accommodation arrangements.
- Track expenses and prepare quarterly reports.
- Coordinate the production and collation of meeting materials and reports with other administrative staff as needed.
- Act as an office manager by keeping up with office supply inventory, facilities issues etc.
- Take minutes during meetings, including, but not limited to, Board meetings, Governance meetings, Training Hub meetings, workforce group and HR meetings as needed.
- Screen and direct phone calls and distribute correspondence.
- Organise and maintain the office filing system.
- Have responsibility for the ongoing implementation and evidencing of such of the TPC Governance Framework, working with the Project Manager and Chief Operating Officer to ensure milestones are met.
- Supporting the wider TPC services including but not limited to Dermatology, Minor & Skin Surgery, Vasectomy and Anticoagulation Services, working with the Project Manager Team.
- Collation and production of project documentation including project reports and presentations.
- Engage with internal stakeholders to present findings, recommendations and to deliver the actions agreed.
- Visiting project sites as required ensuring they are running correctly in line with TPC policies and requirements. This will include auditing/updating manuals.
- Develop and maintain effective team working and relationships with colleagues and other teams.
- Undertake any other relevant activities which fall under the general scope of this role as directed.
- To support in the preparation of papers and reports for the TPC Board and Governance meetings.
- Deputise as required for the Chief Operating Officer.
- Contribution to and submission of appropriate returns and reports as delegated by management to the relevant bodies.
- Management of the TPC Risk Register and all service action logs.

**Health & safety**:
The post-holder will implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in TPC’s health & safety policy, health & safety manual, and infection control policy and published procedures. This will include (but will not be limited to):

- Ensure they adhere to their individual responsibilities for infection control and health and safety.
- Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
- Using personal security systems within the workplace according to TPC guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed.
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the organisation.
- Undertaking periodic infection control training (minimum annually).
- Routine management of own team/team areas, and maintenance of workspace standards.
- Demonstrate due regard for safeguarding and promoting the welfare of children.

**Equality and

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