Job Description

This role will provide administrative support to the CEO and wider Executive Team to enable the smooth running of the organisation including:

• executive assistant to the CEO and executive team
• signposting GP and practice queries and advice, ensuring timely follow-up to queries
• ensuring the views of the LMC Ltd are represented appropriately to constituents and external stakeholders maintaining confidentiality, Caldicott principles, and good GDPR practice
• managing and ensuring a timely response to all correspondence received by the LMC office
• managing bookings and appointments internally and externally in the office calendar
• being the primary contact on site for third parties, and welcoming external guests
• maintaining an up to date database for contacts and constituents and supporting elections
• ensuring office folders and data is well-organised and up to date
• liaising with third parties around event planning and management for the LMC
• maintaining the LMC Jobs site and circulating urgent Locum opportunities
• supporting the CEO’s needs in an executive assistant role

Required Knowledge, Skills, and Abilities

a) Acting as the primary initial contact point for constituent and third-party queries to the office via telephone and email, signposting where necessary, and escalating appropriately to members of the Executive team.

b) To manage all correspondence received by the LMC office, including but not limited to managing telephone queries, maintaining oversight and management of the generic inbox, and ensuring timely follow-up to enquiries.

c) To manage and maintain filing of internal and external meeting papers

d) To support the team in keeping office folders and relevant data storage well-organised and up to date on a day-to-day basis, so as to make information readily available ensuring all team members have appropriate access to information

e) To manage bookings, appointments, events; provide a welcome to external guests to the office and be the primary contact on site for third parties

f) To produce and keep updated electronic files; address books and contacts database, including liaising with local practices,members and constituents over changes between elections

g) To maintain good records; file all completed paperwork; maintain the archive and keep the company website up to date, supporting the Executive Team

h) To compile, copy and ensure delivery of electronic/physical papers for circulation, including the administration of any physical or virtual meetings and elections (supporting the returning officer)

i) Prepare and disseminate LMC committee invoices for approval

j) To manage the listserver subscriptions (ad hoc)