Job Description – PA to Chief Executive/Office Manager - HQIP

PA to Chief ExecutiveOffice ManagerProvide secretarial support at quarterly board meetings, liaising with the CE andChairman over preparing papers, taking minutes and following up actions withBoard;Respond and screen staff requests and external calls to the CE, exercising soundjudgement in prioritising their level of importance and urgency, and managing in hisabsence;Provide administrative support to CE to include; diary/appointments management,travel /hotel bookings, expense claims, meeting arrangements, and key stakeholderliaison; keep track of work deadlines;Act as first point of contact for CE; to include telephone and email communication,written correspondence and website communications;Manage the storage and retrieval of CE and company documents, ensuring thesedocuments are promptly filed and easily accessible;Provide assistance to CE preparing papers (proofing, formatting, editing) andsending out mailings;Responsible for organising hospitality for meetings as and when required;Responsible for HQIP CE corporate card account, management of credit cardbookings, keeping accurate records, office petty cash system; checking invoices andcoding appropriately;Organise monthly HQIP team meetings;Work closely with other HQIP staff in the CORE team on related and overlappingprojects.Supervise 1 part-time (16 hours/week) office administrator and coordinate theirwork schedule;Manage external IT consultants for in-house IT Systems; monitor IT service, ordernew hardware, oversee repairs and cost manage new purchases;Act as first point of contact for staff-based IT queries /IT consultant communications;Responsible for online banking administration (new users, account maintenance,payment queries etc);Cover the main office phone line three days a week, acting as the first point of callfor all enquiries from outside bodies, members of the public and route these queriesas appropriate (‘triage’);Ensure post and courier services are managed efficiently;Coordinate and source all office supplies/consumables, as well as HQIP recyclingscheme;Manage ongoing rental agreement with building managers at Holland House (HQIPoffices) and liaise over any matters arising.Healthcare Quality Improvement Partnership Page 2 of 3PA to Chief Executive/Office Manager - Job Description

HR Recruitment/SupportPerson SpecificationEssential:HR duties to include; recruitment of new staff (proofing and placing adverts for newstaff, acting as first point of contact for all enquiries relating to posts, managingrecruitment process from advert to interview, and from interview to induction);Maintain annual leave records, draft/issue staff contracts, and maintain all staffingpersonnel records as required;Responsible for all Health and Safety related activities in liaison with HQIP’s H&Sconsultants (e.g. coordinating H&S policy, DSE assessments, office equipment,bespoke requests, accident book, acting as office H&S representative etc);1. Self starter;2. At least 2 years of administrative and personal assistant experience at executivelevel;3. Experience of attending and preparing agendas for board meetings and minutetaking;4. Experience of co-ordinating office systems and procedures;5. Planning, organising and communication skills;6. Excellent verbal communication skills;7. Ability to organise effectively and prioritise own workload;8. IT literate (competent user of MS Office).Desirable:1. Educated to degree level or equivalent;2. NHS or social care administration experience;3. Understanding of clinical audit and quality improvement initiatives;4. A working knowledge of health and safety practices in the workplace;5. Experience of HR administration, policy and procedures.Balance of different roles*:PA to Chief Executive approx 40%Office Manager approx 40%Human Resources 20%*As there is not an extreme volume of calls, coverage of the office phone is such that it allows otherwork to be completed. HQIP has 25 staff so the HR function is limited by this; in practice HR tasks arerelated to recruitment and administrative support.Healthcare Quality Improvement Partnership Page 3 of 3PA to Chief Executive/Office Manager - Job Description