PCN Executive Assistant

Purpose The primary purpose of this role is to deliver comprehensive executive administrative and secretarial support to the PCN Chief Operating Officer, Senior Leadership Team, and the North Shropshire Integrated Neighbourhood Team. The post holder is responsible for ensuring the smooth operation of governance structures across both the PCN and the INT programme, effective management of diaries and meetings, and maintaining high standards of professionalism across all areas of work. This includes coordinating work allocation, monitoring mandatory training, managing absence, and supporting compliance and reporting requirements. The role further involves liaising with a wide range of internal and external stakeholders, including NHS organisations, local authority partners, community and voluntary sector bodies, and national programme teams, processing invoices, and assisting with the organisation of projects and events. A significant and dedicated component of the role is the coordination and administrative support of the INT programme, including the administration of MDT meetings, maintenance of the INT SharePoint, metrics collation, information governance compliance, and support for new INT project workstreams as the programme grows and matures. The post holder is expected to uphold the PCNs values, and ensure all administrative processes are efficient and continuously improved. Key Responsibilities Key Duties Provision of full administration/secretarial support to the PCN Chief Operating Officer and Senior Leadership Team. Support the COO and Senior Leadership Team to lead the administration of projects or events as required. To organise and manage the diaries for the PCN Chief Operating Officer (COO) and Senior Leadership Team, providing a first class secretarial service and ensuring their daily workload and priorities are met. To maintain appointments and diary management, implementing bring forward systems, arranging venues, speakers, travel and accommodation, ensuring timely and efficient communication. Work collaboratively with the COO and Senior Leadership Team to ensure effective administrative systems and processes are in place and are continuously reviewed and improved. Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person. Any other duties required by the COO and Senior Leadership Team. Professional Responsibilities Maintain a high standard of professionalism in line with the PCNs values and behavioural standards across the service, maintaining the PCNs reputation and leading by example. Administrative Responsibilities Ensure all data and information is collated and recorded systematically and in a timely manner, including minutes of meetings, data submissions for key work-streams. Ensure all meetings are effectively arranged, ensuring appropriate room bookings and facilities are available. Ensure effective administration of key meetings, including relevant groups, with papers distributed to attendees in advance. Ensure actions are followed up between meetings. Produce high quality minutes from groups and sub-groups and ensure high standard of minutes are produced. To undertake tasks delegated by the managers to assist in meeting targets and delivering Key Performance Indicators, ensuring deadlines are met. Ensure presentations required for meetings are available, support with IT systems such as Microsoft Teams, Microsoft Office etc. Support the COO and Senior Leadership Team with compliance and reporting. Teaching & Training Responsibilities Attend mandatory training and maintain up to date administrative and secretarial skills. Partake in any training that may be recommended in terms of personal development. Finance Act as primary authoriser on online banking to ensure any invoices received and processed in a timely manner. Support the preparation and submission of monthly payroll documentation, ensuring all relevant information is collated accurately and submitted to the payroll provider within agreed deadlines. Act as a point of contact for staff queries relating to pay and payroll, liaising with the external payroll provider or COO to resolve any issues in a timely and professional manner. Collate and ensure timely payment of monthly practice based financial claims. Integrated Neighbourhood Team (INT) Support The post holder will play a central role in supporting the development and ongoing operation of the North Shropshire Integrated Neighbourhood Team (INT), a multi-agency partnership working to improve health and wellbeing outcomes across the North Shropshire population. This includes providing dedicated administrative support to the INT programme as it moves from its planning phase into delivery, with the ambition of enabling the INT to grow, mature, and sustain meaningful neighbourhood-level change. Coordinate and administer INT Wider Meetings (held every two months), including preparing and distributing agendas, managing room bookings and hybrid arrangements, recording high-quality minutes, and tracking all agreed actions through to completion between meetings. Support the administration of the INT Multi-Disciplinary Team (MDT) meetings, including monthly face-to-face sessions and fortnightly virtual catch-ups via Microsoft Teams, ensuring all core members receive timely invitations, patient lists are prepared in advance in accordance with agreed information governance protocols, and meeting documentation is maintained accurately on the INT SharePoint. Maintain and develop the INT SharePoint site as the central shared repository for the programme, including case tracking information, action logs, metrics data, meeting papers, and programme documentation, ensuring information governance requirements are upheld at all times and that the NHS number system is used appropriately as a patient identifier. Support the coordination of patient consent processes and pre-MDT engagement activities, working alongside social prescribers to ensure patient-facing documentation, consent forms, and outcome measurement tools (including PAM and ONS Wellbeing questionnaires) are prepared, distributed, and recorded in a timely manner prior to each MDT meeting. Assist with the collation, recording, and reporting of INT programme metrics, including both quantitative data (such as A&E attendances, HbA1c values, and number of INT interactions per patient) and qualitative patient experience feedback, in support of the programmes quality improvement framework and national reporting requirements. Act as a key point of contact for INT partner organisations, including Shropshire Council, Shropcom, the ICB, VCSE representatives, and community pharmacy, managing communications, coordinating input across organisations, and ensuring that information flows effectively between the MDT, the INT Wider Group, and relevant programme leads. Support the development and maintenance of INT governance documentation, including data sharing agreements, terms of reference, membership lists, and programme plans, ensuring these are kept current as the INTs structure and formal governance arrangements evolve. Assist in the preparation of briefing papers, presentations, and reports to support the INTs engagement with wider system stakeholders, including the ICB, NHS England, and the NNHIP national programme, ensuring that the North Shropshire INT is well-represented in national and regional conversations about neighbourhood health. Support the scoping and administration of new INT project workstreams as they are identified and agreed by the wider group, including emerging priorities such as cardiovascular disease prevention, carer identification and support, and weight management initiatives, ensuring that project documentation, stakeholder engagement, and reporting are effectively managed from the outset. Monitor and support the INTs transition towards more formal governance and commissioning structures, maintaining awareness of the national neighbourhood health policy landscape, changes to ICB structures, and the evolution of PCN and NNHIP frameworks, and alerting senior leads to relevant developments that may affect the INTs direction or resourcing.