Executive Administrative Coordinator

3 weeks ago


Morecambe, Lancashire, United Kingdom Bay Medical Group Full time

Position Overview

Bay Medical Group is seeking an Executive Administrative Coordinator to join our team. The successful candidate will deliver confidential administrative and secretarial support to the Executive Group and Senior Leadership Team (SLT), ensuring their operations run smoothly and efficiently. Detailed responsibilities for this role are outlined below.

Key Responsibilities

This position is structured as a part-time role, requiring 20 hours of work per week.

The expected working hours for this position are as follows: Tuesday to Wednesday from 11 AM to 4 PM, with occasional flexibility needed to cover for colleagues' absences and potential evening meetings.

Benefits of Joining Us

We offer a comprehensive induction and training program to support your transition into the role.

Additional benefits include:

  • Access to the NHS Pension Scheme
  • An incremental annual leave scheme starting at 20 days plus 8 Bank Holidays, increasing to 30 days plus 8 Bank Holidays with length of service (all pro rata)
  • Eligibility for the Occupational Sick Pay scheme after one year
  • Participation in the NHS discount scheme
  • Access to the Cycle to Work scheme

About Bay Medical Group

Bay Medical Group is a prominent provider of general practice services, catering to the healthcare needs of the Morecambe and Heysham communities. With five locations and a patient base of approximately 54,000, we are committed to enhancing the health and well-being of our local population through collaboration with various service providers and the voluntary sector.

For more information about the advantages of working with us, please visit our website.

Job Duties

Primary Responsibilities

- Deliver a professional secretarial service to the Executive Group and SLT, including advanced typing and document preparation for correspondence, reports, and presentations.

- Manage and coordinate organizational calendars for various meetings, ensuring venues are accessible and necessary arrangements are made, including issuing agenda papers and notifying all participants.

- Take minutes for multiple meetings, ensuring timely distribution and follow-up on action items.

- Assist in managing complex electronic schedules for senior managers, implementing an effective tracking system.

- Prepare initial drafts of correspondence and documents as needed.

- Generate reports and documents formatted to established standards.

- Maintain a centralized filing system for meeting papers on SharePoint, ensuring easy access for partners.

- Provide additional administrative support to the management team as required.

- Keep accurate records of annual leave and sickness for the SLT, updating SharePoint with availability information.

- Assist in organizing training sessions and staff well-being initiatives.

- Support the management team in coordinating team appraisals and maintaining the appraisal tracking spreadsheet.

- Aid in the preparation of presentations and documents using various Microsoft applications.

- Collaborate with the Patient Engagement Manager to manage patient complaints, ensuring timely responses.

- Assist in the preparation and distribution of weekly staff updates on behalf of the Patient Engagement Manager.

Additional Responsibilities

The responsibilities outlined in this document may evolve over time through discussions with the post holder. Additionally, the post holder may be required to undertake other tasks as deemed necessary by the Senior Leadership Team in the broader interest of Bay Medical Group.

Experience and Qualifications

Essential Qualifications

  • Refer to the attached person specification for the role.

Desirable Qualifications

  • Refer to the attached person specification for the role.


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