Executive Support & Coordination Officer

• Providing confidential PA support to the CEO and Deputy CEO, managing diaries, appointments, meetings and correspondence.
• Managing PCNA's shared enquiries mailbox, responding to routine queries, directing enquiries and following up outstanding responses.
• Acting as a professional first point of contact for GP practices, PCNs, clinicians and external partners.
• Coordinating meetings and events, including invitations, agendas, papers, minutes and action logs.
• Tracking actions and deadlines, issuing reminders and escalating outstanding matters where necessary.
• Preparing professional correspondence, reports, presentations, spreadsheets and other documents.
• Maintaining accurate contact lists, electronic records, trackers and shared filing systems.
• Supporting general administration, recruitment, onboarding and wider organisational activities as required.
• Using Microsoft Office and other digital systems to support efficient working and document management.
• Handling confidential and sensitive information appropriately, maintaining high standards of information governance.

• Provide professional, proactive and confidential PA support to the CEO and Deputy CEO, helping them manage their diaries, commitments and priorities.
• Coordinate appointments, meetings, calls, visits and events, including identifying suitable dates, arranging rooms or online links and circulating joining information.
• Prepare, format and circulate agendas, briefing papers, presentations, correspondence and other documents for senior leaders.
• Ensure the CEO and Deputy CEO have relevant papers, background information and reminders ahead of meetings and key commitments.
• Monitor and follow up actions arising from meetings involving senior leaders, maintaining clear records of deadlines, owners and progress.
• Handle correspondence and requests on behalf of senior leaders, responding where authorised and referring matters requiring a decision or sensitive response.
• Use discretion and judgement when managing confidential information, sensitive correspondence, competing requests and changes to senior leaders' schedules.
• Maintain appropriate contact lists, meeting records and filing systems to support efficient executive working.

• Monitor and manage PCNA's enquiries shared mailbox, ensuring incoming correspondence is reviewed, acknowledged, logged, directed and followed up promptly.
• Act as a professional and helpful first point of contact for general enquiries from GP practices, PCNs, clinicians, partners, suppliers and members of the public where appropriate.
• Respond to routine enquiries using approved information and guidance, referring specialist, clinical, contractual or sensitive queries to the appropriate colleague.
• Maintain an enquiries tracker where appropriate, recording the date received, subject, responsible person, actions required, response deadlines and closure.
• Proactively chase responses from colleagues and ensure enquiries are not left unresolved or lost between teams.
• Recognise urgent, confidential or potentially contentious correspondence and escalate it promptly to the CEO, Deputy CEO or relevant lead.
• Maintain a courteous, consistent and professional standard of communication and identify recurring enquiries or opportunities to improve information and processes.

• Coordinate internal and external meetings, including leadership meetings, PCNA governance meetings, stakeholder meetings and other forums as required.
• Identify suitable dates, issue invitations, manage attendee lists, book rooms or venues, arrange Microsoft Teams meetings and circulate joining instructions.
• Prepare and circulate agendas, papers and supporting documentation within agreed timescales.
• Attend meetings as required to take accurate, clear and impartial minutes, recording key discussion points, decisions, actions, owners and deadlines.
• Circulate minutes and action logs promptly and maintain a central record of decisions and actions.
• Track actions through to completion, send reminders and escalate overdue or blocked actions to the appropriate lead.
• Coordinate meeting papers and maintain an organised, accessible and appropriately permissioned electronic record of meeting documentation.
• Provide practical administrative support for workshops, events and other organisational activities, including bookings, registration, attendance lists and follow-up communications.

• Provide high-quality administrative support across PCNA, helping day-to-day activities run efficiently and consistently.
• Prepare professional emails, letters, reports, spreadsheets, presentations, forms and other documents.
• Maintain accurate contact lists, distribution lists, calendars, trackers, electronic records and shared filing systems.
• Monitor deadlines and proactively follow up outstanding information, documentation, approvals and actions.
• Check information and documents for completeness, accuracy and appropriate formatting, following up gaps where required.
• Support recruitment, onboarding, workforce administration, training and project activities where required, without assuming decision-making responsibilities unless specifically authorised.
• Provide administrative cover and support across the wider team during periods of leave or increased workload.
• Identify opportunities to improve administrative processes and suggest practical ways to make systems more efficient, consistent and reliable.

• Confidently use Microsoft Outlook, Word, Excel, PowerPoint, Teams and other relevant digital systems to support administration and coordination.
• Maintain spreadsheets, trackers, electronic records and shared folders, ensuring information is accurate, appropriately stored and easy to retrieve.
• Support the creation and administration of Microsoft Forms or similar online forms where required, and collate responses accurately.
• Apply appropriate document naming, version control and access permissions to ensure records remain organised and current.
• Learn and use new digital systems and platforms as required, supporting colleagues with routine administrative processes.
• Handle personal, sensitive and commercially confidential information in accordance with PCNA policies, data protection requirements and information governance arrangements.

• Use knowledge of primary care structures, terminology and ways of working to understand, triage and direct enquiries appropriately.
• Communicate confidently and professionally with GP practice managers, PCN managers, clinicians, commissioners and wider health and care partners.
• Develop and maintain positive working relationships with PCNA member practices and partner organisations across Lincolnshire.
• Understand when an enquiry relates to practice or PCN operations, contractual matters, clinical issues or wider system priorities, and route it to the appropriate lead.
• Support the coordination of information and communications across practices and PCNs, ensuring messages and requests are clear and timely.

• Maintain strict confidentiality, integrity and discretion, particularly when supporting the CEO and Deputy CEO and handling sensitive organisational matters.
• Follow PCNA policies and procedures relating to information governance, data protection, safeguarding, equality, diversity and inclusion, health and safety and records management.
• Maintain accurate records of correspondence, decisions, meetings and actions, ensuring documentation is stored securely and shared only with authorised individuals.
• Use sound judgement and work within delegated authority, seeking guidance or escalating matters when necessary.
• Undertake other reasonable duties appropriate to the level and purpose of the role, as agreed with the line manager.

• The enquiries shared mailbox is monitored consistently, with enquiries acknowledged, directed and followed up within agreed timescales.
• The CEO and Deputy CEO receive reliable, proactive diary and meeting support, with appropriate papers and reminders provided in advance.
• Meetings are well organised, with agendas and papers circulated on time and accurate minutes, decisions and action logs maintained.
• Actions and deadlines are tracked proactively, with overdue or high-risk matters escalated appropriately.
• Administrative records, contact lists and digital filing systems are accurate, secure, organised and up to date.
• Communication with practices, PCNs, partners and colleagues is professional, responsive and helpful.
• The postholder demonstrates sound judgement, discretion, confidentiality and the ability to work independently while keeping senior leaders appropriately informed.
• Administrative processes are reviewed and improved where practical, contributing to the effective operation of PCNA.

• CEO and Deputy CEO.
• General Manager and Operations Manager.
• Project Managers and Project Officers.
• PCNA colleagues and wider organisational teams.
• GP practices, Practice Managers and PCN Business Managers.
• Clinical Leads and other healthcare professionals.
• External partners, service providers and stakeholders.
• ICB representatives, commissioners and wider health and care partners across the Derby, Lincolnshire and Nottinghamshire (DLN) cluster.

Essential

• GCSEs (or equivalent) in English Language and Mathematics at grade 4/C or above.
• Good general standard of education, with the ability to prepare clear written communications and maintain accurate records.

Desirable

• Business Administration, Executive Assistant, Personal Assistant, Secretarial or related qualification.
• Training in minute-taking, governance, information governance or data protection.

Essential

• Good working knowledge of primary care, gained through previous employment in a GP practice, PCN or a closely related primary care role. This is an essential requirement.
• Experience providing administrative, business support, coordination or personal assistant support in a busy working environment.
• Experience managing correspondence or a shared inbox, responding to enquiries and ensuring actions are followed through.
• Experience coordinating meetings, arranging diaries or calendars, preparing papers and taking minutes or maintaining action logs.
• Experience handling confidential or sensitive information appropriately.
• Experience maintaining accurate records, spreadsheets, trackers or digital filing systems.
• Understanding of the roles and working relationships of GP practices, PCNs and relevant primary care stakeholders.

Desirable

• Good working knowledge of primary care, gained through previous employment in a GP practice, PCN or a closely related primary care role. This is an essential requirement.
• Experience providing administrative, business support, coordination or personal assistant support in a busy working environment.
• Experience managing correspondence or a shared inbox, responding to enquiries and ensuring actions are followed through.
• Experience coordinating meetings, arranging diaries or calendars, preparing papers and taking minutes or maintaining action logs.
• Experience handling confidential or sensitive information appropriately.
• Experience maintaining accurate records, spreadsheets, trackers or digital filing systems.
• Understanding of the roles and working relationships of GP practices, PCNs and relevant primary care stakeholders.