About this role
Job summary
This is an exciting opportunity to join Shrewsbury PCN at a key point in our development. We are reshaping our organisational structure to ensure we remain strong, resilient and fit for the future as primary care evolves through neighbourhood health and the NHS 10 Year Plan. This is a new role within our team, and as Executive Assistant you will play a pivotal part in that journey, providing administrative support to the Senior Leadership Team. Your responsibilities will be broad and interesting - covering finance, human resources and organisational governance.
Main duties of the job
The Executive Assistant will provide high-quality administrative and organisational support to the PCNs senior leadership team, helping to ensure the smooth and effective running of the organisation. The role will provide day-to-day support across HR, finance, governance and general business administration, maintaining accurate records, coordinating key processes and ensuring deadlines and actions are followed through.
The postholder will support recruitment, onboarding and workforce administration; help maintain accurate, well-controlled PCN finances through invoicing, claims and financial administration; and provide practical support for meetings, reporting and governance. They will act as a professional and approachable point of contact for staff, practices and external partners, handling sensitive and confidential information appropriately.
Working closely with the Head of People & Finance, the Executive Assistant will help keep core business processes organised, efficient and responsive, freeing senior colleagues to focus on leadership, delivery and development of the PCN.
About us
Shrewsbury Primary Care Network is a large and well-established PCN, bringing together 11 GP practices and serving more than 105,000 people across Shrewsbury and the surrounding area.
We are a supportive, collaborative and forward-thinking organisation with a strong reputation across our local health and care system. Our established governance, stable leadership and strong relationships with our practices give us a level of organisational maturity that enables us to innovate, develop services and play an active role in shaping the future of neighbourhood healthcare.
Our people are central to our success. We want colleagues to feel valued, empowered to make a difference and supported to develop, with access to training, professional development and opportunities to broaden their skills and leadership experience.
We work hard, support one another and value fresh ideas. If you want to develop your career while helping to shape high-quality, sustainable primary care for our community, Shrewsbury PCN offers an exciting place to do it.
Job description
Job responsibilities
Key responsibilities of the Role
Executive support
Provide administrative support to the Senior Leadership Team as required.
Board, Governance and Compliance administration
Provide administrative support to the PCN Board and its meetings, including agendas, papers, minutes and the action log.
Track actions agreed at the Board, Senior Leadership Team and other governance meetings, and follow them up with owners to ensure they are completed.
Maintain governance records, including the register of interests, board membership, terms of reference and meeting schedules.
Support the Head of Quality & Improvement with governance administration, including document control and preparation of assurance reports.
Maintain compliance trackers across the PCN eg training, DBS, registration, policy review dates and audit action completion; highlighting gaps and concerns to the Senior Leadership Team
Human Resources Administration
Collate and store evidence to support CQC inspections, audits and compliance reviews.
Provide comprehensive HR administrative support across the employee lifecycle, including recruitment, onboarding, employment changes and leavers.
Support recruitment processes, including preparing and placing adverts, managing applications, coordinating shortlisting and interviews, and communicating with candidates.
Complete and track pre-employment checks, including references, DBS, right to work and professional registration, ensuring all requirements are completed and appropriately recorded.
Prepare offer letters, contracts and contractual variations, and coordinate new starter and leaver documentation.
Coordinate onboarding and induction arrangements, including induction schedules, welcome information, system access requests and completion of induction requirements.
Maintain accurate and confidential personnel files and HR records in accordance with data protection and information governance requirements.
Maintain annual leave and sickness absence records, administer associated documentation and processes, and flag absence triggers or areas requiring management attention.
Maintain oversight of key workforce dates and compliance requirements, including probation reviews, fixed-term contract end dates, appraisals, DBS renewals, professional registration and mandatory training.
Coordinate the annual appraisal cycle and maintain the PCN training matrix and individual training records, arranging training and following up outstanding requirements.
Produce routine workforce reports, including sickness absence, turnover, vacancies and training compliance, to support effective workforce oversight.
Act as the first point of contact for routine HR administrative queries, referring complex, sensitive or advisory matters to the Head of People & Finance.
Provide administrative support for employee relations processes as directed, including arranging meetings, taking notes, preparing correspondence and maintaining accurate and confidential records.
Provide accurate and timely starter, leaver, contractual change and absence information to support payroll and ARRS claims.
Finance Administration
Provide day-to-day finance administration for the PCN, ensuring financial records, transactions and supporting documentation are accurate, complete and maintained in a timely manner.
Support the preparation, submission and monitoring of PCN and primary care funding claims, including claims to the ICB and other commissioners, collating supporting information and following up outstanding payments where required.
Raise and issue invoices on behalf of the PCN, maintain appropriate records and monitor outstanding income.
Process supplier invoices and other financial transactions, ensuring they are accurately recorded within QuickBooks and appropriately authorised.
Maintain accurate records of income and expenditure within QuickBooks, including appropriate coding and supporting documentation.
Undertake routine bank reconciliation, identifying and resolving discrepancies and escalating any issues as appropriate.
Monitor the PCN finance inbox and respond to or appropriately direct routine queries from practices, suppliers, commissioners and other stakeholders.
Maintain accurate records relating to PCN funding streams and expenditure, supporting effective monitoring of budgets and income.
Collate financial information and supporting evidence for ICB claims, ARRS reimbursement and other PCN funding arrangements, working with colleagues to ensure submissions are complete and made within required deadlines.
Support month-end and year-end processes by ensuring transactions, invoices, claims and supporting documentation are complete and up to date.
Produce routine finance reports and information for the Head of People & Finance, highlighting outstanding invoices, claims, payments or discrepancies requiring attention.
Maintain clear and auditable financial records, ensuring appropriate confidentiality and compliance with PCN financial procedures and information governance requirements.
Person Specification
Experience
Essential
- Experience of working in an executive assistant, PA or senior administrative role, with a high level of confidentiality
Desirable
- Experience of board or governance administration, including taking accurate minutes and of managing meeting papers and action logs
- Experience of financial administration, including processing invoices, maintaining financial records and reconciling transactions using financial software such as Quickbooks
- Experience of supporting HR processes such as recruitment administration, absence management, employee relations meetings, pre-employment checks or training records
- Experience of working in the NHS, general practice or primary care
Personal Qualities
Essential
- Discreet, trustworthy and professional with a high degree of confidentiality
- Approachable and empathetic, with a positive attitude and a team-working approach
- Proactive and keen to improve processes
Knowledge
Essential
- Understanding of confidentiality and of data protection requirements, including UK GDPR
Desirable
- Awareness of CQC requirements and of governance in primary care
- Understanding of how Primary Care Networks are structured and governed
Skills and Abilities
Essential
- Excellent organisation and attention to detail, with the ability to manage competing priorities and meet deadlines
- Strong written and verbal communication skills, and the ability to deal sensitively with senior colleagues and staff
- Confident working with financial information, with strong numerical accuracy and attention to detail
- Able to work independently, showing initiative and using own judgement
Other
Essential
- Right to work in the UK and willingness to undertake pre-employment checks, including DBS where required
- Able to travel to meetings at locations around the network area, when required
Qualifications
Essential
- GCSE English and Maths at grade 4/C or above (or equivalent)
Desirable
- Relevant qualification in business administration, HR administration (for example CIPD Foundation Level 3) or finance (eg AAT)
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.
Employer details
Employer name
Shrewsbury Primary Care Network
Address
Morgan Place
Anchorage Avenue, Shrewsbury Business Park
Shrewsbury
Shropshire
SY2 6FG
United Kingdom
Employer's website
http://www.shrewsburypcn.co.uk/ (Opens in a new tab)