Executive Admin Assistant (Maternity Cover)

Posting date:	03 March 2026
Salary:	Not specified
Additional salary information:	Negotiable
Hours:	Full time
Closing date:	23 March 2026
Location:	Chester, CH2 3DP
Company:	NHS Jobs
Job type:	Contract
Job reference:	A2666-26-0000

Summary

The following are the core responsibilities of the Exec Administrator role. There may be on occasion, a requirement to conduct other tasks; this will be dependent upon factors such as workload and staffing levels. Pro-actively provide general administrative support to the Business Manager, Nurse Manager and Lead Clinical Pharmacist roles such as booking training courses, day to day information gathering, routine admin, diary, and postal items. Become involved with key aspects of the Business Managers workload and be able to respond to information requests and updates as necessary. Have the ability to carry out key tasks using designed process maps in the event of absences. Professionally communicate with patients, NHS/ICB/ICP contacts, other health professionals and external organisation/contacts, both in person and verbally via telephone/MS Teams. Attend and pro-actively contribute to regular management meetings and training meetings. Arrange half-day training subjects, including arranging external sources. Control peripheral software packages, running updates, reports, and associated administration, including invoicing and liaison with debtors, monitoring and control of cheques and cash, and the payment of invoices as/when required. Responsible for maintaining and updating CQC policies/procedures documents on the shared drive and ensuring CQC compliance in the key areas are maintained. Disseminate updates to all Practice Staff with any changes via verbal and e-mail updates. Support the OM/DOM/Practice Nurse Lead with the organisation of external training and ensure that all Clinicians/Administrators are compliant with mandatory training (e.g., Safeguarding Children/Adults, Information Governance etc). Escalate to OM/BM/Practice Nurse Lead the details of any team members who are non-compliant. Carry out any contractual checks for Clinical Team such as GMC, Performers List and NMC records. Responsible for maintaining accurate personnel and practice records. Pro-actively devise/create and maintain process maps to cover all core practice tasks. Responsible for the admin aspects of recruitment campaigns, clinical and non-clinical roles. Organise applications and interview paperwork. Ensure DBS checks are carried out on all new employees (including those who change job role) and all recruitment paperwork is received and filed correctly. Lead and support with all practice compliance submissions required (K041b, e-Dec, workforce data). Manage, monitor, and update all contract renewals for the Practice. Obtain (where applicable) minimum of three comparative quotes prior to the renewal date, prepare the information along with recommendations to present in the most appropriate meeting forum by the Ops or Business Manager. Responsible for reviewing the Disaster Contingency Plan at regular intervals and ad-hoc should any contact details change. Provide admin support for all bid writing, costs benefit analysis and contract submissions. Responsible for the recording of all patient complaints to ensure an appropriate and timely response is actioned. Draft acknowledgement/response letters as required and ensure all practice records are maintained accurately. Upload SEAs to LFPSE in the Secretary's absence. Car Park Co-coordinator - liaise with the Practice staff and residents. Support H+S and IPC Leads with general admin support. Co-ordinate and arrange all risk assessments or IPC audits as required. Stay informed and keep up to date with health and safety guidelines to ensure that the BHC operates within these standards. Always observe health and safety guidelines and ensure all staff comply with legislation relating to health and safety. Provide support to the H+S Lead/s to develop, implement, and maintain files and reports with various compliance agencies outside of the Practice (Health & Safety, Fire, COSHH, Legionella, Confidential waste, medical waste etc.) Responsible for building maintenance, testing, repairs, and servicing are in line with legislative and insurance requirements. Ensure adequate cleaning, maintenance, safety, fire prevention and security of the premises are maintained. Liaise with the IPC Lead in the updating of infection control protocols/policies and ensuring the COSHH audit is updated on a yearly basis by the current cleaning company. Serve as a confidential point of contact for employees to communicate with management and line managers to seek clarification on issues or report irregularities Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance. Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development. Taking responsibility for own development, learning, and performance and demonstrating skills and activities to others To be aware of the practice safeguarding protocols and your responsibilities, to attend regular training and to escalate any concerns to the relevant GP Lead/Line Manager. In addition to the primary responsibilities, the Exec Administrator may be requested to: Deputise for other management team staff members during periods of absence Coordinate and produce meeting agendas and record the minutes of meetings (in secretaries absence). Assist care co-ordinator with various campaign tasks, including production of high-quality social media content.