Business Support - London, United Kingdom - Newham GP- Co-Operative Ltd

Description

About us
Newham GP- Co-Operative Ltd is a small business in London.

We are professional, agile, and our goal is to The Newham GP Co-operative is a group of local GPs who have decided to join together to cover each other's patients out of hours.

The co-operative was established to improve patient care in Newham by using local GPs who have local knowledge and expertise.

A major factor in the co-operative's commitment to improving primary care has been the setting up of a fully equipped primary care centre.

Patients will be expected to attend the centre where their problems will be dealt with by well-trained and well-motivated staff, in comfortable and well-lit surroundings, where back-up facilities are immediately available.

In other words, in ideal conditions where emergency medicine of the highest standard can be practised promptly and efficiently.


Our work environment includes:

• Modern office setting
• Food provided

Business Support Officer

Fixed Term Contract - 1 Year (with a possible extension)


Reports to:
Chief Operating Officer


Hours of Work:
Full Time (37.5 hours)


Location:
Newham GP Co-operative Ltd, Balaam Park Health Centre, 113 Balaam Street, E13 8AF and required to travel throughout the locality


Job Purpose

• To support the Chief Operating Officer by providing personal secretarial support.
• To support the Executive Directors, Chair, and Independent Members by providing personal secretarial and administrational support.
• To support the administration team with adhoc tasks and cover duty.

The post holder will be privy to, and gatekeeper for, a wide range of confidential, business sensitive and potentially contentious information in a variety of forms.

A fundamental requirement of this post is the maintenance of confidentiality and total discretion in the handling of this information.

The postholder will need to exercise tact, diplomacy, and excellent judgement in balancing potentially conflicting interests.


Main tasks

• Attend relevant committee and executive and Board level meetings to take formal and informal notes; ensure production and distribution of accurate minutes within agreed timescales.
• Draft highquality correspondence on behalf of the Board Executive Team and others.
• Set up, manage, and maintain business information on electronic filing systems, ensuring that it is appropriately structured, filed, securely stored and retrievable on demand.
• Provide diary management for the Chief Operating Officer and Board. This will entail the prioritisation of meetings, resolving diary conflicts, monitoring and management of relevant papers and documentation, using a bring forward system.
• Provide logístical support to Board, Committee and stakeholder meetings, events and conferences, including booking venues, producing agendas, providing briefings, arranging equipment other resources and refreshments and preparing delegate refreshments.
• Undertake and administer PCNs, GP Practice and staff surveys using digital platforms, e.g., Survey Monkey.
• Drafting, publishing, and distributing quarterly newsletters and other organisational updates.
• Liaise with the webmaster to ensure maintenance and development of the company's website and other digital marketing platforms.
• Prepare relevant briefings which ensure the recipients are fully prepared for any meetings, presentations, and conferences. This will involve keeping up to date with a wide range of topics and being able to research and summarise strategic papers, reports and internet.
• Lead on maintenance of Board, committee, management and other action logs. The post holder will be responsible for designing an appropriate system to manage these functions and use this system to follow up and ensure completion.
• Provide project management support for new business initiatives.
• Carry out other administrative tasks that fall within the competencies of the post holder to provide cover for absent team members.
• Undertake basic analytical tasks such as collating and summarising data from feedback surveys.
• Lead on management and administration of the Staff Champion programme rewarding outstanding employees on a monthly basis.

General Expectations

Flexibility:
May be required to work outside contracted hours in line with business needs.


Infection Prevention and Control:
All Organisation employees have duties under the "Health and safety at Work etc.

Act 1974" which have a bearing on the prevention and control of infection in particular:

Staff are expected to understand their responsibilities as outlined in the Infection Prevention and Control Policy and related guidelines, comply with all stated systems and maintain their knowledge of infection prevention and control relative to their role.

Confidentiality, Data Protection, Freedom of Information and Computer Misuse:
All staff must be aware of their responsibilities under the Freedom of Information Act 2000 and must comply w