Executive Assistant to CEO, Coo and Chair

**JOB DESCRIPTION**

**JOB TITLE**: Executive Assistant to CEO, COO and Chair

**REPORTS TO**: Head of Business Services

**ACCOUNTABLE TO**:CEO, COO and Chair

**HOURS**: 37.5 hours per week

**SALARY**: £40,000-£45,000 p.a. all inclusive

**About Islington GP Federation**

The Islington GP Group Limited, trading as Islington GP Federation (IGPF), is owned by Islington GPs. It is a rapidly growing organisation representing the interests of general practice in Islington. It is an established leader in the provision of new and integrated healthcare, including supporting the new Primary Care Networks and developing quality improvement capabilities in general practice. Its range of services include I: HUB, community ENT, community gynaecology, practice-based pharmacists, the NCL COVID support service, long term condition management optimisation, proactive screening and evaluation trials, and a range of general practice support propositions. IGPF is host to Islington’s Training Hub.

IGPF works very closely with strategic, commissioning and provider partners, including the local clinical commissioning group, NHS England, Healthy London Partnership, Public Health, local hospitals, such as
Whittington Health, the local authority, third sector organisations and patient representation groups. It plays an important role in the development of the health and care landscape across Islington, and within its North
Central London (NCL) regional footprint.

**Job Summary**:
The purpose of the role is to:

- Provide high quality, professional and effective support to IGPF Executive team & Chair of the board.
This will include being a key contact for the Islington GP Federation dealing with sensitive and confidential information appropriately at all times.
- Facilitate effective communication across the broad range of stakeholders to assure the smooth
- running of agreed work streams.
**IGPF Board responsibilities**
- Coordinate with all board members participation to board meetings including activities requiring rooms and equipment set up.
- Provide excellent record-keeping and administrative skills for all Board meetings.
- Create meeting(s) timeline, prepare and distribute meeting notification, correspondence, agenda and materials.
- Responsible for managing the process for all Board meetings, including allocating additional resources in line with agenda.
- Responsible for recording all meeting minutes, distribute promptly minutes for approval and circulat
- ing once approved.
- Build and cultivate relationships with stakeholders for the Board Chair and the Board of Directors.

**Responsibilities**:

- To take formal minutes and action points, at weekly Executive Team, and monthly Board meetings.
- Assist the Board & Executive Team in the preparation of agendas for upcoming meetings.
- Collate and distribute agenda and papers, both internally and externally, ahead of meetings.
- To follow up actions, as appropriate, arising from decisions at relevant Executive and Board meetings.
- Undertake a wide range of administrative duties which include ensuring all information is managed correctly, filed, and followed up accordingly.
- Provide specific support to the CEO, COO and Chair.
- Answer and direct phone calls.
- Point of contact for staff.
- Dealing with concierge.
- Coordinate complex scheduling and extensive calendar management, as well as management of content and flow of information to senior executives.
- Assist in the preparation of regularly scheduled reports (Monthly Board report and QCAG, AEDP A&E
Delivery Board report).
- Processing invoices for Board Lay members.
- Organising Board Seminar meetings.
- Complete declaration of interest form annually.
- Keeping the IGPF risk register, and action log up to date monthly.
- Update and manage IGPF’s non clinical policies.
- Maintaining contact lists.
- Dealing with post and deliveries.
- Meeting/Car parking allocation.
- To organise travel, accommodation and booking of conferences as required and to look at the best value for money options.
- Provide support at training sessions/events/ conferences provided by IGPF.
- Preparing and organising events, and room/space, refreshments/catering/tidying up and liaising with attendees.
- Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business.
- Undertake other duties, which fall within the grade of the job, in discussion with line manager.
- Manage Personal Assistant roles within IGPF.
The role will undoubtedly have access to a range of confidential and privileged information relating to the
Executive team, the organisation and its relationships. As such the role requires a high degree of discretion and trust and the post-holder must demonstrate desired behaviours in line with organisational values to others within the organisation and externally at all times.

**Requirements**:

- Excellent customer service skills: meeting and exceeding expectati