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Executive Team Administrative Coordinator

2 months ago

Portsmouth, Portsmouth, United Kingdom Portsmouth Primary Care Alliance Full time

Job Overview

We are in search of a highly skilled and detail-oriented Administrative Coordinator to provide essential support to the Executive Team within our collaborative organization, the South Coast Alliance (SCA), which encompasses the Portsmouth Primary Care Alliance (PPCA) and the Southern Hampshire Primary Care Alliance (SHPCA).

Main Responsibilities

The ideal candidate will deliver critical administrative and organizational assistance, ensuring the seamless operation of executive functions across both entities.

The Administrative Coordinator will offer high-level support to the executives within the NHS provider organization. Responsibilities include managing schedules, coordinating meetings, preparing documents, and facilitating smooth daily operations. This role demands exceptional organizational abilities, meticulous attention to detail, and the capacity to manage confidential information with the utmost discretion.

About Our Organization

The Portsmouth Primary Care Alliance (PPCA) is a forward-thinking entity committed to delivering high-quality primary care services. PPCA collaborates closely with the Southern Hampshire Primary Care Alliance (SHPCA) to enhance healthcare delivery.

As part of a strategic partnership, PPCA and SHPCA have established the South Coast Alliance (SCA), dedicated to providing comprehensive healthcare solutions tailored to meet the diverse needs of our community. By leveraging the strengths and expertise of both organizations, SCA aims to improve the quality, accessibility, and efficiency of healthcare services, ensuring that every individual receives exemplary care.

The alliances within the SCA partnership are devoted to delivering streamlined, high-quality patient care and take pride in their outstanding feedback ratings.

Key Responsibilities

1. Administrative Duties

  • Manage and organize the Executive Team's calendars, ensuring effective time utilization.
  • Schedule and coordinate meetings, appointments, and events for the Executive Team.
  • Ensure all meeting logistics are arranged, including room bookings, refreshments, and necessary equipment.

2. Communication and Correspondence

  • Prepare and distribute agendas, minutes, and briefing materials for meetings.
  • Handle correspondence, draft emails, and manage communication on behalf of the Executive Team.
  • Organize and maintain confidential files and records.
  • Conduct research and gather information to assist in decision-making processes.

3. Travel Coordination

  • Arrange travel itineraries, accommodations, and transportation for the Executive Team.
  • Process travel expenses and ensure adherence to organizational policies.

4. Project Support

  • Assist with special projects and initiatives as directed by the Executive Team.
  • Coordinate cross-departmental projects and liaise with internal and external stakeholders.

5. Relationship Management

  • Act as the primary point of contact for the Executive Team, managing inquiries and directing them appropriately.
  • Foster positive working relationships across the organization and with external partners.
  • Ensure the executive office operates efficiently and effectively.

Candidate Profile

Experience

Essential

  • Demonstrated experience as a Personal Assistant or Executive Assistant, preferably within the healthcare or public sector.
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication abilities.
  • Proficiency in Microsoft Office Suite.
  • Ability to manage sensitive information with confidentiality.
  • Strong interpersonal skills.

Desirable

  • Familiarity with NHS structures and processes.
  • Experience in project management.
  • Understanding of healthcare terminology and regulations.

Qualifications

Essential

  • A minimum of 5 GCSEs or equivalent qualifications.

Desirable

  • Formal qualifications in business administration, healthcare management, or a related field.