Executive Team and Office Coordinator

6 months ago

Horley, United Kingdom Alliance for Better Care Full time

**Reports to**: AD Operations

**Responsible to**: Chief Executive

**Proposed salary**: Band 5.1 - 5.12 on the ABC pay scale, which is equivalent to £26,747.94 - £33,257.71 per annum dependent on experience

**Hours of work**: Full Time - 37.5 hours per week

**Tenure**: Permanent

**Base**:This role is office based at Horley Health hub with travel to other sites as required. This role requires presence at Horley Health Hub on a daily basis, there may be flexibility offered on working arrangements

**About Alliance for Better Care CIC**

Alliance for Better Care CIC is a GP Federation that unites 47 NHS GP practices across 12 Primary Care Networks in Sussex and Surrey. We support our Primary Care colleagues as well as their patients, to transform how healthcare is managed within the community.

As a membership organisation, our focus is to work in partnership with our members and help them to improve the provision of General Practices in the local area.

Our strength lies not just in our ability to connect all areas of primary care, but also in the way we support and strengthen the role primary care plays in the rest of the system. We’re a bridge between our practices and the wider healthcare network.

We work with - and listen to - our GP Practices, PCNs, Hospitals, Community Organisations and the Third Sector. These vital partnerships ensure that, together, we deliver a truly integrated approach that offers the support and expertise needed to effectively serve our communities.

**Benefits**
- Generous annual leave allowance
- Access to NHS pension
- Bespoke training programme
- Cycle to Work Scheme
- Employee Assistance Programme
- Enhanced maternity pay
- NHS discounts
- Leadership Development Programme
- Salary sacrifice schemes - technology and electric vehicle
- Opportunities for secondments

**Job Summary**
- To support the overall executive functioning of Alliance for Better Care, providing support to the Executive team on a day-to-day basis
- To ensure the smooth running of the Head Office at Horley Health hub, taking care of day-to-day office needs and enabling future plans for how we use this and any further office space.

**Office Management**
- Responsible for the day-to-day management of ABC Office buildings (currently Horley Health Hub)
- Arranging necessary building repairs
- Organising office layout, ordering office supplies/ equipment and inventory management
- Managing office expenses
- Managing contract and price negotiations with office vendors, service providers and building contractors
- Liaising with facility management vendors, including clearing, catering and security services
- Completion of Health and Safety risk assessments for office space and submitting to Health and Safety working group
- Working closely with other departments such as IT and People Services to address queries and provide support.
- Supporting Executive Team in identification of further office space as the organisation grows and needs develop
- Working alongside ABC external IT provider (Micro Maintenance) and the People Team to ensure all staff are provided with the correct equipment at start of employment
- Calendar management for office
- Executive Team Support
- Planning and organising meetings, liaising with PAs
- Arranging speakers and holding schedules for regular meetings
- Minuting of meetings including SLT, PCN’s and Exec as required
- Agenda setting and minuting of Board meetings
- File and data management (teams)
- Event Planning/Co-ordination and Management

**Executive Team Support**
- Planning and organising meetings, liaising with PAs
- Arranging speakers and holding schedules for regular meetings
- Minuting of meetings including SLT, PCN’s and Exec as required
- Agenda setting and minuting of Board meetings
- File and data management (teams)
- Event Planning/Co-ordination and Management

**Person Specification**:
**Behaviours and Values**:
**Essential**:

- Champion of equality and valuing diversity
- Operates at all time in line with Confidentiality and Data Protection Act
- Ability to maintain confidentiality and trust
- Professional, calm, and efficient manner and
- Positive and flexible approach to work
- Conflict resolution approach and positive levels of motivation

**Experience**:
**Essential**:

- Experience working in an administrative role
- Experience working in healthcare
- Experience working as part of team, and working independently
- Experience of working with the public, employees, external stakeholders and executives

**Desirable**:

- Proven experience as an office manager or similar role
- Experience of working in a primary care setting

**Qualifications**:
**Essential**:
**Knowledge, skills and abilities**:
**Essential**:

- Excellent customer service skills
- Proficiency in MS Office, Word, Excel
- Attention to detail and accuracy in minute taking, preparing agendas and general admin
- Experience in diary management
- Time management and multitasking abilities
- T

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