Job summary

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 companys processes.

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

Main duties of the job

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 companys 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 companys business plan. Keep the companys business plan updated and contribute to review sessions to set the annual objectives.

About us

IntraHealth is one of the UKs 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.

Date posted

10 April 2025

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time, Part-time, Flexible working

Reference number

U0025-25-0041

Job locations

First Floor, William Brown Centre

Manor Way

Peterlee

County Durham

SR8 5TW

Job description

Job responsibilities

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 companys 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 companys business plan. Keep the companys business plan updated and contribute to review sessions to set the annual objectives.

Assist in the identification, preparation and submission of bids for NHS procurements and other initiatives.

Facilitate and support the implementation and development of projects liaising with internal, NHS, government and external organisations as appropriate.

Undertake basic health and safety tasks associated with the head office site.

Undertake specific projects as required, working independently or in conjunction with others as appropriate as directed by the directors.

Work effectively within the EA team, providing support and cover for colleagues as appropriate.

Variation within EA role

The EA role and responsibilities are generic across all postholders. However, in addition to the generic responsibilities there are certain specialisms within the role and undertaken by individual members of the EA team as agreed with the individual postholder. These include but are not limited to:

Project coordination

PA to Directors

Marketing and communications lead

Health and Safety lead

Facilities management support

Scope and Purpose of Job Description

A job description does not constitute a term and condition of employment. It is provided only as a guide to assist the employee in the performance of their job. Changes in employees duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation / discussion with the post holder.

Core Competencies

Technical Competencies

Advanced Microsoft office knowledge

Management Competencies

Teamwork

Flexibility

Achievement Motivation

Risk Awareness

Health & Safety Awareness

Managing Tasks / Projects

Ensuring tasks and duties are performed within clearly defined time quality standards, ability to prioritise

Managing Information / Data

Compiling and processing, supplying accurate information and data to both internal and external contacts whilst ensuring confidentiality is maintained where appropriate.

Communications

High level of verbal and written communication skills

Information sharing with other professionals

The ability to write clear, concise reports and bid submissions

Health and Safety

The post holder is required to take reasonable care for the health and safety of themselves and other persons who may be affected by their acts or omissions at work. The post holder is also required to co-operate with their employing body to ensure that statutory and departmental regulations are adhered to.