Executive Team and Office Coordinator

2 weeks ago

Horley, United Kingdom Alliance for Better Care CIC Full time

Job summary

We are looking for a Executive Team and Office Coordinator to support the overall executive functioning ofAlliance for Better Care, providing support to the Executive team on a day-to-daybasis.

The post holder will ensure there is smooth running of the Head Office atHorley Health Hub, taking care of day-to-day office needs and enabling futureplans for how we use this and any further office space.

This role is office based at Horley Health Hub with travel to other sites as required. This role requires presence at Horley Health Hub on a daily basis, there may be flexibility offered on working arrangements.

Main duties of the job

Office Management

Responsible for the day-to-day management of ABC Officebuildings (currently Horley Health Hub)

Arranging necessary building repairs

Organising officelayout, ordering office supplies/ equipment and inventory management

Managing office expenses

Managing contract and price negotiations with officevendors, service providers and building contractors

Liaising withfacility management vendors, including clearing, catering and security services

Completionof Health and Safety risk assessments for office space and submitting to Healthand Safety working group

Being the first point of contact for all phone andemail enquiries and ensuring cover when on leave

Working closely with other departments such as ITand People Services to address queries and provide support.

Supporting Executive Team in identification offurther office space as the organisation grows and needs develop

Working alongside ABC external IT provider (Micro Maintenance)and the People Team to ensure all staff are provided with the correct equipmentat start of employment

Calendar management for office

About us

Alliance for Better Care CIC is a GPFederation that unites 47 NHS GP practices across 12 Primary Care Networks inSussex and Surrey. We support our Primary Care colleagues as well as theirpatients, to transform how healthcare is managed within the community. As a membership organisation, our focus is to work in partnership with ourmembers and help them to improve the provision of General Practices in thelocal area.

Our strength lies not just inour ability to connect all areas of primary care, but also in the way wesupport and strengthen the role primary care plays in the rest of the system.Were a bridge between our practices and the wider healthcare network

We work with and listen to our GP Practices, PCNs, Hospitals, CommunityOrganisations and the Third Sector. These vital partnerships ensure that,together, we deliver a truly integrated approach that offers the support andexpertise needed to effectively serve our communities.

Moreabout our organisation:

Benefits

Generous annual leave allowance Access to NHS pension Bespoke training programme Cycle to work scheme Employee Assistance Programme Enhanced maternity pay NHS discounts Leadership Development Programme Salary sacrifice schemes - technology and electric vehicle Opportunities for secondments Job description

Job responsibilities

Executive Team Support

Planning and organising meetings, liaising with PAs

Arranging speakers and holding schedules forregular meetings

Minuting of meetings including SLT, PCNs and Execas required

Agenda setting and minuting of Board meetings

File and datamanagement (teams)

Event Planning/Co-ordination and Management

Person Specification

Behaviours and Values

Essential

Champion of equality and valuing diversity Operates at all time in line with Confidentiality and Data Protection Act Ability to maintain confidentiality and trust Professional, calm, and efficient manner and Positive and flexible approach to work Conflict resolution approach and positive levels of motivation

Experience

Essential

Experience working in an administrative role Experience working in healthcare Experience working as part of team, and working independently Experience of working with the public, employees, external stakeholders and executives

Desirable

Proven experience as an office manager or similar role Experience of working in a primary care setting

Qualifications

Essential

Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Knowledge, skills and abilities

Essential

Excellent customer service skills Proficiency in MS Office, Word, Excel Attention to detail and accuracy in minute taking, preparing agendas and general admin Experience in diary management Time management and multitasking abilities To be reliable and flexible To work in an organised manner Ability to work at pace and adapt in changing environment and meet deadlines Demonstrable experience in dealing with the public and dealing with sensitive and confidential information. Problem Solving and Prioritisation Skills Interpersonal skills for working with staff, partners and contractors Ability to handle inquiries flexibly and effectively to strengthen ABCs reputation Ability to identify, be responsive to and take responsibility for resolving issues promptly Positive and Professional demeanour regarding changing priorities/ unexpected challenges Professional and diplomatic verbal and written communication skills

Desirable

Understanding of Governance procedures and requirements to work in healthcare roles Commitment and evidence of Continuing Professional Development (CPD) Awareness of health and safety requirements and implementation of safety measures in the office environment

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