York Medical Group jobs

Job Overview
We are seeking a highly organised and proactive Executive Assistant to support the Chief Executive Officer and Clinical Directorate.

This role involves managing a wide range of administrative tasks to ensure smooth day to day coordination of leadership activity across the practice. This role supports meetings, manages communication flows, and provides structured follow-up on key actions. Occasional support may be provided to directorate GP Partner leads and operational projects.

This is a pivotal coordination role that enables leaders to focus on strategic work by ensuring detail, logistics, and documentation are handled efficiently, confidentially, and with care.

Key Responsibilities

1. Diary & Meeting Support

• Manage and coordinate diaries for CEO and Clinical Director, including scheduling internal and external meetings.
• Prepare agendas, papers, attend meetings, take minutes, and track completion of actions.
• Coordinate meetings such as: Management Board, Partner Meetings, Away Days, SMT, and directorate group meetings.
• Arrange logistics for practice events including room bookings, travel, refreshments, and AV/IT as required.

2. Correspondence & Communication

• Monitor and manage email inboxes for CEO/Clinical Director where delegated.
• Triage and respond to routine or low-risk enquiries, using judgement to escalate where needed.
• Draft clear, accurate communications including letters, updates, and summary notes for internal and external stakeholders.
• Maintain discretion and confidentiality at all times.

3. Document Management & Administrative Support

• Support preparation of high-quality documents including reports, spreadsheets, presentations, and meeting packs.
• Maintain electronic filing systems for leadership workstreams, ensuring access and version control is professionally managed.
• Liaise with teams across the organisation to gather information and follow up on delegated actions or requests.
• Coordinate signatures and storage of internal and external contracts, forms, or submissions.

4. Cross-Functional Support

• Assist directorate leads and the wider SMT with administrative coordination during busy periods, with clear prioritisation agreed with the CEO.
• Support internal projects or improvement initiatives on request.

Skills, Experience & Attributes

Essential:

• Proven experience supporting senior leaders or executives in a fast-paced, multi-stakeholder environment.
• Excellent organisational skills and attention to detail.
• Effective communication skills – written and verbal – with the ability to interact confidently at all levels.
• Discretion and professionalism, especially when handling confidential or sensitive matters.
• High level of IT literacy: Microsoft 365 (Outlook, Word, Excel, Teams, OneDrive).
• Ability to work independently, managing competing priorities and tight deadlines.
• Great sense of humour!

Desirable:

• Previous NHS, primary care, or public sector experience.
• Familiarity with general practice operations or terminology.
• Experience in minuting formal meetings and tracking actions.
• SystmOne EPR familiarity

Job Types: Part-time, Permanent

Pay: £15.20 per hour

Expected hours: 25.0 per week

Benefits:

• Company pension

Work Location: In person