Harness Care Executive Assistant

NHS; London; On-site; GBP 80,000 - 100,000; Full time

Job description

Executive Assistant role within a North West London Primary Care Network supporting the Board and PCN management team.

Main duties of the job

The post holder will ensure the smooth & effective operation of essential Harness meetings and also provide comprehensive administrative support to the PCN Management Team, including managing correspondence, scheduling meetings, preparing reports and handling other essential administrative tasks. Additionally, they will act as an assistant, ensuring efficient day-to-day operations and supporting strategic initiatives as required.

About us

Harness Care Ltd and Harness Primary Care Networks provides general and extended medical services to a population of 150,000 patients residing across Brent. Harness Care Ltd and Harness Primary Care Networks (PCNs) primary objective is to support the 20 GP Practices and services across the Brent localities. The aim is to develop quality primary care for patients within Harness and strive for continuous improvement in the delivery of primary healthcare services across the Harness footprint.

Job responsibilities

The post holder will ensure the smooth and effective operation of essential Harness meetings, including but not limited to the Harness Shareholder Meeting, Harness Board Committee and its respective four Subcommittees by providing high-quality administrative support. The four subcommittees are: Governance, Patient Safety and Quality Subcommittee, Digital Subcommittee, Research, Education and Training Subcommittee and the Finance Subcommittee.

The purpose of the Harness Board is to provide clinical leadership to the operations and strategic delivery of Harness Care Ltd and Harness PCNs. This includes effective governance, promoting the long-term success and sustainability of the organisation and ensuring accountability and transparency of the organisation, by representing the interests of Harness shareholders / members / practices.

The post holder will also provide comprehensive administrative support to the PCN Management Team, including managing correspondence, scheduling meetings, preparing reports and handling other essential administrative tasks. Additionally, they will act as an assistant, ensuring efficient day-to-day operations and supporting strategic initiatives as required.

The post-holder will:

1. Organise and coordinate meetings, including setting agendas in collaboration with the Chair(s).
2. Provide comprehensive confidential secretarial and administrative function.
3. Distribute meeting materials in a timely manner and ensure all documentation is accessible to committee members.
4. Record minutes, actions and key decisions, ensuring timely distribution and follow-up.
5. Provide administrative support to assist the committees in achieving its objectives.
6. Maintain a forward planner for meetings.
7. Assist with the development of policies, procedures, and strategies as required.
8. Act as the first point of contact for committee members and stakeholders regarding governance matters.
9. Liaise with internal and external stakeholders to ensure the effective flow of information.
10. Work on own initiative with minimal supervision, prioritising workload, initiating action and resolving and referring problems as necessary and working to meet deadlines.
11. Maintain a central repository for documents, meeting records, and key decisions.
12. Keep the Terms of Reference updated and available.
13. Undertake additional responsibilities aligned with the role as directed by the Chair(s).

Person Specification

Qualifications

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Experience

• Proven experience in providing administrative support at a senior level
• Experience of minute-taking and coordinating meetings, including agenda setting and action tracking
• Experience of working in a healthcare, public sector, or similar environment
• Familiarity with governance processes within a healthcare setting
• Experience working with boards or committees in a similar capacity

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 (formerly known as CRB) to check for any previous criminal convictions.