Executive Support & Coordination Officer @ Lincolnshire PCN Alliance Limited

Job summary

Lincolnshire Primary Care Network Alliance (PCNA) is seeking an organised, proactive and professional Executive Support & Coordination Officer to support the organisation.

Working closely with the CEO and Deputy CEO, you will provide executive and administrative support, managing diaries, coordinating meetings, preparing papers and ensuring actions are followed up.

You will also manage PCNA's shared enquiries mailbox, acting as a first point of contact for GP practices, PCNs, clinicians and wider partners. You will ensure enquiries are acknowledged, directed to the appropriate colleagues and followed through promptly.

The role includes coordinating meetings and events, preparing agendas and minutes, maintaining action logs, managing electronic records and providing wider administrative support across PCNA.

We are looking for someone with excellent organisational and communication skills, sound judgement and the ability to manage competing priorities independently and confidentially. A good working knowledge of primary care, ideally gained through experience in a GP practice or PCN, is essential.

This is a full-time, 37.5-hour per week position, offered on a fixed-term contract until 31 March 2029.

Completed application forms and CVs should be submitted to the PCNA team at [email protected] by Friday 4th December 2026.

Interviews are scheduled to take place on Wednesday 16th December 2026. Applicants should ensure they are available on this date.

Main duties of the job

The Executive Support & Coordination Officer will provide proactive executive, administrative and coordination support to PCNA, working closely with the CEO, Deputy CEO and wider team.

Key duties will include

• Providing confidential PA support to the CEO and Deputy CEO, managing diaries, appointments, meetings and correspondence.
• Managing PCNA's shared enquiries mailbox, responding to routine queries, directing enquiries and following up outstanding responses.
• Acting as a professional first point of contact for GP practices, PCNs, clinicians and external partners.
• Coordinating meetings and events, including invitations, agendas, papers, minutes and action logs.
• Tracking actions and deadlines, issuing reminders and escalating outstanding matters where necessary.
• Preparing professional correspondence, reports, presentations, spreadsheets and other documents.
• Maintaining accurate contact lists, electronic records, trackers and shared filing systems.
• Supporting general administration, recruitment, onboarding and wider organisational activities as required.
• Using Microsoft Office and other digital systems to support efficient working and document management.
• Handling confidential and sensitive information appropriately, maintaining high standards of information governance.

The postholder will need to demonstrate excellent organisation, communication and time management skills, sound judgement, discretion and the ability to work independently while managing competing priorities.

About us

Lincolnshire Primary Care Network Alliance (PCNA) is a collaborative organisation bringing together all 14 Primary Care Networks (PCNs) and 81 GP practices across Lincolnshire, providing a collective voice for primary care and supporting the development of innovative, integrated and sustainable health and care services.

We work closely with GP practices, PCNs, clinical leaders, NHS commissioners, healthcare providers, local authorities and wider voluntary and community sector partners to strengthen collaboration, improve services and respond to the needs of local communities.

Our work focuses on supporting service transformation, developing new models of care, improving access to services and promoting more joined-up working across primary, community and secondary care. We are committed to innovation, continuous improvement and making the best use of the skills, expertise and resources available across the health and care system.

PCNA is an evolving and ambitious organisation, delivering a growing portfolio of programmes and initiatives, including neighbourhood clinical leadership, service transformation and innovative approaches to delivering care closer to home.

Joining PCNA offers an opportunity to be part of a forward-thinking, collaborative organisation where you can contribute to meaningful change and help shape the future of primary care and neighbourhood working across Lincolnshire.

Job description

Job responsibilities

Role Purpose

The Executive Support & Coordination Officer will provide reliable, proactive and confidential executive and administrative support to Lincolnshire Primary Care Network Alliance (PCNA).

Working closely with the CEO and Deputy CEO, the postholder will provide personal assistant support, helping senior leaders manage their time effectively, maintain oversight of commitments and ensure that enquiries, meetings and actions are handled professionally and efficiently.

The postholder will manage PCNA's shared enquiries mailbox, coordinate meetings and events, prepare agendas and papers, take and circulate minutes, maintain action logs and follow up outstanding actions. They will also manage calendars and meeting arrangements for the CEO and Deputy CEO, ensuring that key information is available in good time.

The role requires someone who can work autonomously, exercise sound judgement, manage competing priorities and take ownership of tasks from start to finish. An essential requirement is a good working knowledge of primary care, ideally gained through previous employment in a GP practice, Primary Care Network (PCN) or a closely related primary care environment.

The postholder must understand the context in which PCNA operates and be confident communicating with practice managers, PCN managers, clinicians and wider system partners.

Key Responsibilities

Personal Assistant Support to the CEO and Deputy CEO

• Provide professional, proactive and confidential PA support to the CEO and Deputy CEO, helping them manage their diaries, commitments and priorities.
• Coordinate appointments, meetings, calls, visits and events, including identifying suitable dates, arranging rooms or online links and circulating joining information.
• Prepare, format and circulate agendas, briefing papers, presentations, correspondence and other documents for senior leaders.
• Ensure the CEO and Deputy CEO have relevant papers, background information and reminders ahead of meetings and key commitments.
• Monitor and follow up actions arising from meetings involving senior leaders, maintaining clear records of deadlines, owners and progress.
• Handle correspondence and requests on behalf of senior leaders, responding where authorised and referring matters requiring a decision or sensitive response.
• Use discretion and judgement when managing confidential information, sensitive correspondence, competing requests and changes to senior leaders' schedules.
• Maintain appropriate contact lists, meeting records and filing systems to support efficient executive working.

Enquiries Shared Mailbox and First Point of Contact

• Monitor and manage PCNA's enquiries shared mailbox, ensuring incoming correspondence is reviewed, acknowledged, logged, directed and followed up promptly.
• Act as a professional and helpful first point of contact for general enquiries from GP practices, PCNs, clinicians, partners, suppliers and members of the public where appropriate.
• Respond to routine enquiries using approved information and guidance, referring specialist, clinical, contractual or sensitive queries to the appropriate colleague.
• Maintain an enquiries tracker where appropriate, recording the date received, subject, responsible person, actions required, response deadlines and closure.
• Proactively chase responses from colleagues and ensure enquiries are not left unresolved or lost between teams.
• Recognise urgent, confidential or potentially contentious correspondence and escalate it promptly to the CEO, Deputy CEO or relevant lead.
• Maintain a courteous, consistent and professional standard of communication and identify recurring enquiries or opportunities to improve information and processes.

Meetings, Minutes and Secretariat

• Coordinate internal and external meetings, including leadership meetings, PCNA governance meetings, stakeholder meetings and other forums as required.
• Identify suitable dates, issue invitations, manage attendee lists, book rooms or venues, arrange Microsoft Teams meetings and circulate joining instructions.
• Prepare and circulate agendas, papers and supporting documentation within agreed timescales.
• Attend meetings as required to take accurate, clear and impartial minutes, recording key discussion points, decisions, actions, owners and deadlines.
• Circulate minutes and action logs promptly and maintain a central record of decisions and actions.
• Track actions through to completion, send reminders and escalate overdue or blocked actions to the appropriate lead.
• Coordinate meeting papers and maintain an organised, accessible and appropriately permissioned electronic record of meeting documentation.
• Provide practical administrative support for workshops, events and other organisational activities, including bookings, registration, attendance lists and follow-up communications.

General Administration and Organisational Support

• Provide high-quality administrative support across PCNA, helping day-to-day activities run efficiently and consistently.
• Prepare professional emails, letters, reports, spreadsheets, presentations, forms and other documents.
• Maintain accurate contact lists, distribution lists, calendars, trackers, electronic records and shared filing systems.
• Monitor deadlines and proactively follow up outstanding information, documentation, approvals and actions.
• Check information and documents for completeness, accuracy and appropriate formatting, following up gaps where required.
• Support recruitment, onboarding, workforce administration, training and project activities where required, without assuming decision-making responsibilities unless specifically authorised.
• Provide administrative cover and support across the wider team during periods of leave or increased workload.
• Identify opportunities to improve administrative processes and suggest practical ways to make systems more efficient, consistent and reliable.

Digital Systems, Data and Document Management

• Confidently use Microsoft Outlook, Word, Excel, PowerPoint, Teams and other relevant digital systems to support administration and coordination.
• Maintain spreadsheets, trackers, electronic records and shared folders, ensuring information is accurate, appropriately stored and easy to retrieve.
• Support the creation and administration of Microsoft Forms or similar online forms where required, and collate responses accurately.
• Apply appropriate document naming, version control and access permissions to ensure records remain organised and current.
• Learn and use new digital systems and platforms as required, supporting colleagues with routine administrative processes.
• Handle personal, sensitive and commercially confidential information in accordance with PCNA policies, data protection requirements and information governance arrangements.

Primary Care Engagement and Partnership Working

• Use knowledge of primary care structures, terminology and ways of working to understand, triage and direct enquiries appropriately.
• Communicate confidently and professionally with GP practice managers, PCN managers, clinicians, commissioners and wider health and care partners.
• Develop and maintain positive working relationships with PCNA member practices and partner organisations across Lincolnshire.
• Understand when an enquiry relates to practice or PCN operations, contractual matters, clinical issues or wider system priorities, and route it to the appropriate lead.
• Support the coordination of information and communications across practices and PCNs, ensuring messages and requests are clear and timely.

Governance, Confidentiality and Professional Responsibilities

• Maintain strict confidentiality, integrity and discretion, particularly when supporting the CEO and Deputy CEO and handling sensitive organisational matters.
• Follow PCNA policies and procedures relating to information governance, data protection, safeguarding, equality, diversity and inclusion, health and safety and records management.
• Maintain accurate records of correspondence, decisions, meetings and actions, ensuring documentation is stored securely and shared only with authorised individuals.
• Use sound judgement and work within delegated authority, seeking guidance or escalating matters when necessary.
• Undertake other reasonable duties appropriate to the level and purpose of the role, as agreed with the line manager.

Key Deliverables and Measures of Success

Performance will be assessed against agreed objectives and may include:

• The enquiries shared mailbox is monitored consistently, with enquiries acknowledged, directed and followed up within agreed timescales.
• The CEO and Deputy CEO receive reliable, proactive diary and meeting support, with appropriate papers and reminders provided in advance.
• Meetings are well organised, with agendas and papers circulated on time and accurate minutes, decisions and action logs maintained.
• Actions and deadlines are tracked proactively, with overdue or high-risk matters escalated appropriately.
• Administrative records, contact lists and digital filing systems are accurate, secure, organised and up to date.
• Communication with practices, PCNs, partners and colleagues is professional, responsive and helpful.
• The postholder demonstrates sound judgement, discretion, confidentiality and the ability to work independently while keeping senior leaders appropriately informed.
• Administrative processes are reviewed and improved where practical, contributing to the effective operation of PCNA.

Key Working Relationships

• CEO and Deputy CEO.
• General Manager and Operations Manager.
• Project Managers and Project Officers.
• PCNA colleagues and wider organisational teams.
• GP practices, Practice Managers and PCN Business Managers.
• Clinical Leads and other healthcare professionals.
• External partners, service providers and stakeholders.
• ICB representatives, commissioners and wider health and care partners across the Derby, Lincolnshire and Nottinghamshire (DLN) cluster.

Person Specification

Qualifications

Essential

• GCSEs (or equivalent) in English Language and Mathematics at grade 4/C or above.
• Good general standard of education, with the ability to prepare clear written communications and maintain accurate records.

Desirable

• Business Administration, Executive Assistant, Personal Assistant, Secretarial or related qualification.
• Training in minute-taking, governance, information governance or data protection.

Experience

Essential

• Good working knowledge of primary care, gained through previous employment in a GP practice, PCN or a closely related primary care role. This is an essential requirement.
• Experience providing administrative, business support, coordination or personal assistant support in a busy working environment.
• Experience managing correspondence or a shared inbox, responding to enquiries and ensuring actions are followed through.
• Experience coordinating meetings, arranging diaries or calendars, preparing papers and taking minutes or maintaining action logs.
• Experience handling confidential or sensitive information appropriately.
• Experience maintaining accurate records, spreadsheets, trackers or digital filing systems.
• Understanding of the roles and working relationships of GP practices, PCNs and relevant primary care stakeholders.

Desirable

• Good working knowledge of primary care, gained through previous employment in a GP practice, PCN or a closely related primary care role. This is an essential requirement.
• Experience providing administrative, business support, coordination or personal assistant support in a busy working environment.
• Experience managing correspondence or a shared inbox, responding to enquiries and ensuring actions are followed through.
• Experience coordinating meetings, arranging diaries or calendars, preparing papers and taking minutes or maintaining action logs.
• Experience handling confidential or sensitive information appropriately.
• Experience maintaining accurate records, spreadsheets, trackers or digital filing systems.
• Understanding of the roles and working relationships of GP practices, PCNs and relevant primary care stakeholders.

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

Lincolnshire PCN Alliance Limited

Address

Portland Medical Centre

60 Portland Street

LINCOLN

LN5 7LB

United Kingdom

Employer's website

https://lpcna.nhs.uk/ (Opens in a new tab)