About this role
Job summary
The Personal Assistant (PA) provides comprehensive administrative and support to our senior team (SMT) principally supporting the Managing Partner and Clinical Director, enabling them to focus on their core responsibilities. This role is critical to ensuring the smooth and efficient operation of the leadership and management of the Partnership by managing schedules, coordinating meetings, handling communication, organising events, collating data, preparing reports, taking notes of meetings and liaising with internal and external stakeholders
Main duties of the job
Act as first point of contact for Managing Partner and Clinical Director dealing with correspondence, queries and communications on their behalf
Manage complex calendars and organise meetings, workshops and events (including social events) ensuring that all staff are suitably briefed.
Prepare, format, and distribute documents, reports, agendas, and minutes to a high professional standard.
Monitor incoming communications, prioritising and redirecting as appropriate.
Gather, collate and publish performance and progress data for Senior Team and Partner Meetings
Manage enquiries, mail, email, correspondence and online / face to face meetings efficiently and in a professional and supportive manner.
Liaise effectively with a wide range of internal and external stakeholders including boards, external agencies and partner organisations
Support with project administration, maintaining logs, and tracking actions and outcomes.
Maintain effective filing systems (electronic and paper) in line with Living Well policies and supporting documentation management protocol
Contribute to service improvements and operational efficiencies within the administrative function.
Provide general office admin assistance.
Support with the organisation of on/off site events
Prepare for / greet / host Partnership meetings and visitors
About us
Living Well Partnershipis made up of 8 GP surgeries working innovatively to change the way we deliver great patient care and fast, effective patient communication.
Job description Job responsibilities
Act as first point of contact for Managing Partner and Clinical Director dealing with correspondence, queries and communications on their behalf
Manage complex calendars and organise meetings, workshops and events (including social events) ensuring that all staff are suitably briefed.
Prepare, format, and distribute documents, reports, agendas, and minutes to a high professional standard.
Monitor incoming communications, prioritising and redirecting as appropriate.
Gather, collate and publish performance and progress data for Senior Team and Partner Meetings
Manage enquiries, mail, email, correspondence and online / face to face meetings efficiently and in a professional and supportive manner.
Liaise effectively with a wide range of internal and external stakeholders including boards, external agencies and partner organisations
Support with project administration, maintaining logs, and tracking actions and outcomes.
Maintain effective filing systems (electronic and paper) in line with Living Well policies and supporting documentation management protocol
Contribute to service improvements and operational efficiencies within the administrative function.
Provide general office admin assistance.
Support with the organisation of on/off site events
Prepare for / greet / host Partnership meetings and visitors
Person Specification
Skills Essential
Excellent verbal and written communication and interpersonal skills. Strong organisational and time management skills, with the ability to prioritize effectively. Ability to work effectively with all levels of the organization, including senior executives and staff Maintains the highest standards of confidentiality and discretion when handling sensitive information and professionalism. Able to demonstrate use of Microsoft Office including Excel intermediate level to prepare reports and presentations Excellent attention to detail and organisational skills Confident and determined with the ability to work on own initiative and as part of team
Experience Essential
Proven experience as a PA, EA, or similar administrative role preferably within health care, public sector or VCSE setting.
Qualifications Essential
Educated to higher level or have equivalent experience in a related area Grade 6 or above GCSE English and Maths Desirable Business / Personal Administration or similar accreditations
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 Living Well Partnership
Address Weston Lane Surgery
Weston Lane
Southampton
Hampshire
SO19 9GH
United Kingdom
Employer's website https://www.livingwellpartnership.co.uk/ (Opens in a new tab)