Executive Administrator

**Post Title**: Executive Administrator Accountable to: Director of Operations Job Purpose: Proactive diary management: coordination of shared LMC diary for the whole team, arranging meetings as required. Maintaining meeting planner detailing all regular LMC meetings. Answer incoming calls via the Microsoft Teams phone system, provide information and/or transfer/take messages where appropriate. Maintain the CRM database and assist in ensuring the LMC website is up to date and relevant.
Working alongside other members of the team in the provision of all essential support required to underpin the work of the LMC. This will be achieved through the smooth operation and design of systems and processes. The admin team will act as a first point of contact for enquiries to the LMC office liaising with colleagues to ensure all enquiries are acted upon and providing advice as appropriate to the role. The admin team will also work alongside colleagues to ensure that communications from the office are sent out in a timely and appropriate manner.
Planning and organisation of conferences and events including booking places and accommodation where appropriate. Assume responsibility for the planning and organisation of LMC meetings with ICB/Acute Trust and ad hoc meetings as required, including preparation and distribution of agendas, notes and action logs. To support the team in undertaking surveys as requested using survey monkey/MS Forms or alternative software. Admin team members will make appropriate arrangements between themselves to cover routine absences to ensure business continuity.
To undertake training to adopt the role of an additional first aider. Any other duties commensurate with the level and scope of the role. To be aware of the organisations obligations under the Health & Safety at Work Act, Disability Discrimination Act and General Data Protection Regulations. Base: The post will be based at the Kent Local Medical Committee, 8 Roebuck Business Park, Ashford Road, Harrietsham Kent.
We support a flexible hybrid working model to be agreed with the Director of Operations. Main Duties and Responsibilities The Executive Administrator must be an excellent communicator, have a strong eye for detail. They must have the ability to work as a team member, organising and prioritising workload on a day-to-day basis with due regard to the confidential nature of the information handled at all times. It is important that the post holder is able to seek direction from appropriate team members and be prepared to provide cover and support as appropriate.
Confidentiality In the course of performing the duties outlined in this job description the post holder will have access to information of a confidential nature relating to the organisation, its staff or external parties. The post holder will adhere to the Kent LMC staff confidentiality policy and agreement at all times. Note: This job description provides an outline of the main responsibilities associated with the role but is not exhaustive. The range of activities and areas of responsibility will evolve over time.