Personal Assistant

Islington GP Federation is looking for a proactive and highly organised Personal Assistant to provide administrative and executive support to the Deputy CEO/COO and Medical Director. This varied role includes diary management, meeting coordination, communications, governance support, and general administration, while also supporting the Islington Training Hub with workforce development and training programmes.

The successful candidate will have excellent organisational and communication skills, the ability to manage multiple priorities, and a professional, confidential approach to supporting senior leaders in a fast-paced healthcare environment.

Main duties of the job

• Undertake a variety of administrative dutiesto assist the support of the Executive team.
• Facilitate effectivecommunication across the broad range of stakeholders to assure the smooth-running of the workstreams.
• The role also involves spendinghalf to one day per week with Islington Training Hub to support local workforcedevelopment and training programmes. Responsibilities include managingcommunications to stakeholders regarding training and workforce updates,coordinating training administration, including registration, attendance lists,and trainer communications, and working with clinical and workforce leads toorganise local training sessions. This includes maintaining a training planner,sending calendar invites, and providing updates to attendees. The role willalso help manage the Training Hubs shared inbox and may support other relevanttasks as needed within the allocated time.

About us Islington GP Federation (IGPF)is a growing organisation representing 31 practices; we have

establishedourselves as a leader in new ways of working, including running Islingtonsextended access primary care services (I: HUB) as well as supporting theIslington Primary Care Networks (PCNs). Our currentrange of servicesincludes the ExtendedAccess Service, I: HUB, CommunityEar, Nose, and Throat (ENT), Integrated Community Gynaecology,practice-based pharmacists and a range of practice support mechanisms.

IGPF works very closelywith a range of partnersincluding the regionalcommissioning group, NHS England, Healthy London Partnership,Public Health, local hospitals such as UCLH and the Whittington Health and theLondon Borough of Islington.

IGPF is the host organisation for the PrimaryCare Network (PCN) workforce and the Islington Training Hub and has beenworking for over two years to create training and development programmes thatmeet the needs of staff working in primary and community care settings.

IGPF runs four IslingtonGP practices, one on a GMS contract,two on APMS contracts and onecaretaking contract.

Job responsibilities

• Undertake a wide range ofadministrative duties, ensuring all information is managed accurately,appropriately filed, and followed up accordingly.
• Provide dedicated support tothe Deputy CEO/COO and Medical Director.
• Manage complex diaryscheduling, prioritisation, and conflict resolution across multiple calendarswhilst maintaining a sensible, proactive approach.
• Support the planning,coordination, and administration of Clinical Governance processes, includingorganising and facilitating Clinical Governance review meetings, managingpolicies and procedures, coordinating accident and incident reporting, andproviding ad hoc governance support as required.
• Manage printing, scanning,photocopying and filing of documents following all necessary Information Governanceprinciples.
• Organise and coordinateinternal and external meetings.
• Prepare and distributefortnightly bulletins and internal communications.
• Draft and distribute emails,correspondence, memos, letters, and forms.
• Assist in the preparation ofregular reports and documentation.
• Maintain and update accuratecontact lists.
• Provide administrative supportat training sessions, events and conferences provided by IGPF.
• Order and manage officesupplies and weekly food shop orders.
• Support Executive Assistantwith ad hoc duties.
• Maintain a high level ofintegrity and discretion when handling confidential information andprofessionalism when working with senior executives.

The role willhave access to a range of confidential and privileged information relating to the Executive team, the organisation and its relationships. As such the role requiresa high degree of discretion and trust and the post-holder must alwaysdemonstrate desired behaviours in line with organisational values to otherswithin the organisation and externally.

Requirements

• Initiative
• Knowledge of office management systems and procedures
• Working knowledge of officeequipment, like printersand fax machines
• Proficiency in MS Office(MS Excel and MS PowerPoint, in particular)
• Excellent time management skillsand the ability to prioritise work
• Attention to detail and problem-solving skills
• Excellent writtenand verbal communication skills
• Strong organisational skills with the abilityto multi-task
• Additional qualification as an administrative assistant or secretary would be a plus
• Abilityto adapty in a fast-paced environment and collaborate effectively across teams
• Background in healthcare/ primarycare is a plus, thoughnot essential

Confidentiality:

In the course ofseeking treatment, patients entrust us with, or allow us to gather, sensitiveinformation in relationto their healthand other matters.They do so in confidence and have the right to expect that staff willrespect their privacy and act appropriately.

In the performance of the dutiesoutlined in this Job Description, the post-holder may have accessto confidential information relating to patients and their carers, staffand other healthcare workers.

They may also have access to information relatingto the Federation as a business organisation. All such information from any source is to be regarded asstrictly confidential

Information relatingto patients, carers,colleagues, other healthcare workers or the business of theFederation may only be divulged to authorised persons in accordance with theFederation policies and procedures relating to confidentiality and theprotection of personal and sensitive data.

Health & Safety:

The post-holder will assist in promoting and maintaining their own and others health,safety and security as definedin the Federations Health & Safety Policy, to include:

• Using personal security systemswithin the workplaceaccording to IGPF guidelines
• Identifying the risks involvedin work activities and undertaking such activities in a way thatmanages those risks
• Making effective use of training to update knowledge and skills
• Using appropriate infection controlprocedures, maintaining work areas in a tidy and safe way and free from hazards
• Reporting potentialrisks identified

Equality and Diversity:

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

• Acting in a way that recognises the importance of peoples rights,interpreting them in a way
• that is consistent with Federation procedures and policies, and current legislation
• Respecting the privacy, dignity,needs and beliefsof patients, carersand colleagues
• Behaving in a mannerwhich is welcomingto and of the individual, is non-judgmental and respects their circumstances,feelings, priorities and rights.

Personal/Professional Development:

The post-holder will participate in any trainingprogramme implemented by the Federation as part of this employment, such training toinclude:

• Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personaland/or professional development
• Taking responsibility for own development, learningand performance and demonstratingskills and activities to others who are undertaking similar work.

Quality:

The post-holder will strive to maintain qualitywithin the Federation, and will:

• Alert other team membersto issues of quality andrisk
• Assess own performance and take accountability for own actions,either directly or undersupervision
• Contribute to the effectiveness of the team by reflecting on own and team activities and
• making suggestions on ways to improve and enhance the teams performance
• Work effectively with individuals in other agenciesto meet patients needs.
• Effectively manageown time, workloadand resources

Communication:

The post-holder should recognise the importance of effective communication within the team andwill strive to:

• Communicate effectively with other team members
• Communicate effectively with patients and carers
• Recognise peoplesneeds for alternative methods of communication and respond accordingly
• Contribution to the Implementation of Services:

The post-holder will:

• Apply Federation policies, standards and guidance,
• Discuss with other membersof the team how the policies, standardsand guidelines will affect own work.
• Participate in auditwhere appropriate

Person Specification Qualifications

• Educated to GCSE level (or equivalent) including English and Maths
• Evidence of continuous professional development

Skills

• Excellent organisational and time management skills with the ability to multitask and prioritise workload effectively.
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