Executive Assistant - Head Office

The Executive Assistant role works within a small team to support the Executive team to deliver its objectives. This role requires a high degree of professionalism, flexibility and excellent communication skills.

Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.

To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.

Preparing papers and presentations, drafting documents and reports.

Responding to complaints that have been escalated through the company’s processes.

To conduct research/ analysis on behalf of Directors/ senior managers.

Analyse and interpret queries and liaise with senior staff and management across the Company including Board Directors, clinical and managerial staff, Finance, HR, as well as external bodies and other NHS organisations.

To provide administrative services including taking accurate minutes, monitor progress of actions within agreed deadlines and ensure specific documents for key meetings are available in a timely manner, diary management, booking meetings, planning events, organising travel and written correspondence for Directors and senior managers.

Preparing papers and presentations, drafting documents and reports.

Responding to complaints that have been escalated through the company’s processes.

To conduct research/ analysis on behalf of Directors/ senior managers.

Take a lead role in corporate communications, including maintaining the company website; producing presentations and promotional materials; maintaining brand guidelines; liaising with managers on their printed materials; producing material for social media use. Produce quality internal communication copy to support colleague engagement activity, including producing a weekly team communications and company newsletters.

Coordinate projects from across the business, providing support to managers to aid the progression of key projects in the company’s business plan. Keep the company’s business plan updated and contribute to review sessions to set the annual objectives.

IntraHealth is one of the UK’s leading providers of NHS Primary and Community Care services. We serve a range of patients across our three divisions of Primary Care (general practice), Pharmacy and Clinical Services which includes anticoagulation monitoring, patient medication reviews and childhood immunisation programmes.

We are a well-established organisation having provided NHS services since 1999. We operate NHS services across the North East, Yorkshire, the midlands and North West. Our team is made up of a wide range of healthcare professionals and administrative roles including GPs, Advanced Nurse Practitioners (ANPs), Nurses, Pharmacists, Health Care Assistants (HCAs) and local administration teams. Our frontline teams are supported by a centralised back office function; providing executive, finance, HR, administration and data analysis support.

Job responsibilities:

1. Analyse and interpret queries and liaise with senior staff and management across the Company.
2. Provide administrative services including taking accurate minutes, monitoring progress of actions within agreed deadlines, diary management, booking meetings, planning events, organising travel, and written correspondence.
3. Prepare papers and presentations, draft documents and reports.
4. Respond to escalated complaints.
5. Conduct research/analysis on behalf of Directors/senior managers.
6. Lead corporate communications including maintaining the company website and producing promotional materials.
7. Coordinate projects from across the business and keep the business plan updated.
8. Assist in the identification, preparation and submission of bids for NHS procurements.
9. Facilitate and support project development liaising with various organisations.
10. Undertake health and safety tasks associated with the head office site.
11. Work effectively within the EA team, providing support and cover for colleagues as appropriate.

Qualifications Essential:

• Recognised qualification in business studies or significant previous EA experience at a senior level.

Attitudes/Skills/Qualities Essential:

• Excellent communication skills.
• Ability to represent the company positively.
• Ability to communicate effectively with Directors and senior managers.
• Ability to use tact, discretion and maintain confidentiality.
• Accurate keyboard skills.
• Excellent written English skills.
• Strong organisational skills.
• Ability to work under pressure with conflicting deadlines.
• Ability to prioritise own workload.
• Strong attention to detail.
• Strong team player.

Experience Essential:

• Demonstrable experience as an EA at a senior level.
• Working within a secure and confidential environment.
• Advanced experience of using Microsoft Office.

Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.