Personal Assistant

**Job summary**

The East Lancashire Alliance is looking to recruit a Personal Assistant to the CEO and senior management of the ELA. This is for up to 30 hours.

East Lancashire Alliance of PCNs is a newly registered Community Interest Company, a network of networks which is composed of all nine East Lancashire Primary Care Networks (PCNs) in East Lancashire.

It is made up of a CEO, Chairperson, and the ELA Board of Directors. The CEO and Chairperson are accountable to the ELA Board of Directors which is made up of the 9 Clinicals Directors of the East Lancashire Primary Care Network.

**Main duties of the job**

To provide an efficient and responsive administrative, organisational service to the Senior Management Team of the GP Alliance supporting them in managing and prioritising their time. You will be responsible for providing full secretarial assistance to the Senior Management Team to ensure a high level of service is maintained.

The post holder will work closely, and under the direction of the management team to improve standards across a wide range of clinical and administrative activity.

This is a role established to support the management team in carrying out day-to-day activities and to provide an element of cover or source of advice in the event of their absence.

**About us**

The East Lancashire Alliance is a network of 9 PCNs covering 48 GP practices covering a population of over 390,000 patients across East Lancashire. Patients are at the heart of everything we do and we pride ourselves in ensuring our patients feel safe, supported, communicated with and respected at a time when they may be feeling vulnerable. The Alliance are proud to represent our member practices and to champion our Primary Care Partners, by working with local general practice and other system partners in the provision of patient centred, local healthcare services.

Each practice has a close-knit team of staff who collectively seek to improve the health of their patient populations.

East Lancashire is one of the world's most innovative, original and exciting places to live and work. From the beauty of the surrounding countryside, to the heart of the vibrant inner Towns and Villages with great shopping, entertainment and dining options. Wherever you go you will experience a great northern welcome with people famed for their warmth, humour and generosity.

**Job responsibilities**
- Represent the Alliance when dealing with representatives of outside agencies.
- Ensure all visitors are made to feel welcome and provided with refreshments.
- Provide efficient and confidential support to the Senior Management Team
- Screen telephone calls, enquiries, and requests by redirecting or taking forward as appropriate
- Manage and maintain the CEO/Senior Management team diaries keeping bring forward folder with all relevant paperwork included for the weeks meetings
- Check with CEO/Senior Management team daily, either in person or via phone, if there is any support required
- Conduct weekly meetings with CEO to discuss upcoming events, meetings and troubleshooting problems and ensure CEO is fully briefed on all updates and ensure team is well prepared for the meetings
- Keep and maintain an accurate record of papers, meetings, minutes on behalf of CEO and Senior Management team
- Produce documents, briefing papers, reports and presentations using a range of office software
- Provide cover for team members when on leave
- To provide support to the Senior Management team in project work, and in the running of key systems and procedures such as payroll, tax returns, accounts, and health & safety
- To be responsible for the promotion, monitoring and documentation of performance and quality standards within the GP Alliance, using IT and manual solutions under the direction of the Senior management. To become familiar with all relevant aspects of the clinical software system
- To undertake specific assigned tasks, project support, or development / change work which may arise from time to time
- The post-holder will need to become familiar with all national and local quality standards for primary care
- Arrange refreshments and catering for meetings as and when required
- Attend meetings and take minutes
- Attend the ELA Board meeting held in the evening once a month
- Oversee external cleaners to ensure the Offices are cleaned
- Ensure bins are emptied daily by updating the rota
- Order stationery and keep a stock check
- First point of contact for the ELA
- Greet Visitors and keep a log of visitors to the ELA

**Person Specification**

Experience - Essential
- Excellent IT skills
- Working knowledge and experience of Microsoft packages including Word, Excel, PowerPoint, Publisher and Outlook
- Previous secretarial and administrative experience
- Awareness and maintenance of confidentiality
- Experience of working as part of a multi-disciplinary team
- Ability to understand and learn new software and administrative procedures
- Identify