Executive Assistant & Office ManagerNHS

Job summary

The Executive Assistant and Office Manager will provide a high-quality, professional and confidential executive support service to the Chair, Chief Executive, Director of Operations and Senior Management Team of LMA Ltd, West London GP Federation.

As a key member of the corporate services function, the post holder will ensure the effective operation of the executive office through proactive diary and stakeholder management, coordination of governance and corporate meetings, preparation of high-quality reports and correspondence, and oversight of office management activities.

The role requires excellent organisational skills, sound judgement, discretion, and the ability to manage competing priorities in a fast-paced and evolving NHS primary care environment.

Main duties of the job

Provide comprehensive executive support to the Chair, Chief Executive, Director of Operations and Senior Management Team.

Proactively manage complex and changing electronic diaries, schedules and appointments, ensuring effective prioritisation of commitments.

Arrange, coordinate and administer internal and external meetings, including preparation of agendas, papers, actions and minutes.

Produce, format and quality assure reports, presentations, briefing papers and correspondence on behalf of the executive team.

Act as a professional first point of contact for GP member practices, Primary Care Networks , NHS organisations, Integrated Care Boards and partner agencies.

Maintain corporate records, governance documentation and executive office systems in accordance with organisational policies.

Manage highly confidential, commercially sensitive and politically sensitive information with the utmost discretion.

Support organisational planning, governance activities, service improvement programmes and strategic projects.

Contribute to the efficient management of office facilities, supplies and administrative systems.

Promote the values and reputation of the organisation through professional and effective stakeholder engagement

Job description

Develop and maintain effective working relationships with senior managers, clinicians, General Practice member practices, Primary Care Networks s and external stakeholders.

Communicate professionally with NHS organisations, local authorities and partner agencies.

Draft and edit correspondence and briefing documents.

Planning and Organisational Skills Manage multiple complex diaries, ensuring effective prioritisation of competing business demands and organisational priorities.

Anticipate future requirements and proactively coordinate schedules, meetings and corporate activities.

Monitor key deadlines, actions and organisational commitments, ensuring timely completion and follow-up.

Coordinate executive and governance meetings, including logistical planning and document management

Responsibility for Patient / Client CareAlthough the role does not involve direct clinical care, the post holder must maintain a patient-centred approach and support the organisation in delivering high-quality primary care services.

Responsibility for Policy and Service Development Contribute to the development and implementation of administrative systems, governance processes and executive office procedures.

Support organisational transformation and service improvement projects.

Responsibility for Financial and Physical Resources Support procurement of office resources in accordance with organisational policies.

Responsibility for Human Resources Provide administrative support for recruitment, induction and appraisal processes where required.

Support the coordination of mandatory training records and workforce information.

Responsibility for Information Resources Maintain accurate, secure and auditable electronic and paper records in line with organisational policies.

Ensure full compliance with Data Protection legislation, UK General Data Protection Regulations, Information Governance standards and Records Management requirements.

Produce, analyse and collate information to support organisational reporting, performance monitoring and decision-making.

Support the management of governance documentation and corporate records

Physical, Mental and Emotional EffortThe role requires sustained concentration when managing multiple priorities, preparing administrative documentation and supporting internal and external meetings. The post holder will be required to meet competing and conflicting duties, to meet challenging deadlines

General Responsibilities (Standard for all employees) ConfidentialityMaintain strict confidentiality regarding all organisational, patient and staff information and comply with General Data Protection Regulations and Information Governance requirements.

Equality, Diversity and InclusionPromote equality of opportunity and treat all colleagues, patients and stakeholders with dignity and respect.

Health and SafetyComply with all Health and Safety legislation and organisational policies.

SafeguardingAdhere to safeguarding policies for children, young people and vulnerable adults.

Professional DevelopmentParticipate in appraisal, mandatory training and continuing professional development.

NHS Values and Behaviours Demonstrates compassion and respect in all interactions.

Acts with integrity and maintains confidentiality at all times.

Works collaboratively across organisational boundaries.

Is committed to quality, continuous improvement and patient-centred care.

Promotes equality, diversity and inclusion.

About us

About the Team and Working at the FederationYou will be joining a fantastic, newly established team that is passionate about delivering high-quality patient care and making a real difference to local communities. We work in a fast-paced, supportive and collaborative environment, where strong working relationships, professionalism and a shared commitment to excellence are at the heart of everything we do.

You will have the opportunity to work closely with senior managers, clinicians, GP member practices, Primary Care Networks (PCNs) and a wide range of external stakeholders, building valuable relationships across the NHS and wider health and care system.