Personal Assistant & Business Support Officer

Job summary This is a varied support role combining traditional PA duties with a strong financial administration and data/reporting focus. The post-holder will provide dedicated support to a manager who holds combined responsibility for a GP practice, a Primary Care Network, and a Neighbourhood Team, working across multiple partner organisations. The role requires someone who is equally comfortable managing a diary and drafting minutes as they are reconciling a spreadsheet, submitting a claim, or building a report. Confidence and accuracy in Excel is essential, as the post-holder will be expected to maintain and improve existing spreadsheets and monitoring tools, not just populate them. As the role involves access to financial, organisational, and potentially patient-related confidential information across several organisations, the post-holder must maintain the highest standards of confidentiality, discretion, and integrity at all times. Key responsibilities Diary, correspondence and inbox management Manage the manager's diary, proactively resolving scheduling conflicts and prioritising competing demands across the different organisations supported. Monitor and manage the manager's email inbox, triaging, flagging, and responding to routine correspondence where appropriate, and escalating time-sensitive items. Draft, format and proofread correspondence, reports and other documents on the manager's behalf. Provide support with personal diary coordination - including appointments and personal errands - alongside the manager's professional schedule. Meetings, agendas and minutes Schedule internal and external meetings across partner organisations, including booking rooms/virtual platforms and coordinating attendee availability. Prepare agendas in advance of meetings, liaising with attendees to gather agenda items. Take accurate minutes/notes, track actions to completion, and circulate outputs in a timely manner. Financial administration, claims and bookkeeping Maintain and reconcile spreadsheets relating to claims, invoices and other financial transactions across the organisations supported. Prepare and submit claims for reimbursement and other financial assurance returns accurately and within deadlines (e.g. PCN, ICB or NHS England claims processes). Undertake day-to-day bookkeeping tasks, maintaining clear and auditable financial records. Flag discrepancies, anomalies or risks in financial data promptly to the manager. Data, reporting and monitoring Design, build and improve Excel spreadsheets and monitoring tools to strengthen existing reporting and assurance mechanisms. Prepare monthly datasets and reports on organisational activity for internal and external stakeholders. Support the tracking of performance against key metrics and targets, highlighting trends or areas of concern. Ensure data is handled accurately, consistently and in line with information governance requirements. General business support Act as a point of contact for internal and external stakeholders, including NHS England, the ICB, and other partner organisations, in the absence of the manager. Maintain accurate filing, record-keeping and document version control across the organisations supported. Support the updating and version control of organisational policies and procedures. Support the coordination of training sessions and outreach activity, including liaison with partner organisations. Undertake other duties commensurate with the role and level of responsibility, as reasonably required. Generic responsibilities All staff are expected to uphold the following standards, applicable across all organisations supported by this post: Confidentiality and information governance The post-holder will have access to sensitive financial, organisational and potentially patient-identifiable information across multiple organisations. All such information must be treated as strictly confidential and handled in accordance with data protection legislation, Caldicott principles, and each organisation's information governance policies. Equality, diversity and inclusion All staff must treat colleagues, patients and members of the public fairly and with respect, and must not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Health, safety and safeguarding The post-holder must comply with relevant health and safety legislation and organisational policies, and must be aware of their duties and responsibilities in relation to safeguarding adults and children, escalating any concerns appropriately. Quality and continuous improvement The post-holder is expected to contribute to a culture of continuous improvement, identifying opportunities to streamline processes and improve the quality and accuracy of financial and reporting systems. Training and development The post-holder will be required to undertake all mandatory training and induction as directed, and to maintain and develop their skills - particularly in Excel and financial administration - appropriate to the role. Job description Job responsibilities Job summary This is a varied support role combining traditional PA duties with a strong financial administration and data/reporting focus. The post-holder will provide dedicated support to a manager who holds combined responsibility for a GP practice, a Primary Care Network, and a Neighbourhood Team, working across multiple partner organisations. The role requires someone who is equally comfortable managing a diary and drafting minutes as they are reconciling a spreadsheet, submitting a claim, or building a report. Confidence and accuracy in Excel is essential, as the post-holder will be expected to maintain and improve existing spreadsheets and monitoring tools, not just populate them. As the role involves access to financial, organisational, and potentially patient-related confidential information across several organisations, the post-holder must maintain the highest standards of confidentiality, discretion, and integrity at all times. Key responsibilities Diary, correspondence and inbox management Manage the manager's diary, proactively resolving scheduling conflicts and prioritising competing demands across the different organisations supported. Monitor and manage the manager's email inbox, triaging, flagging, and responding to routine correspondence where appropriate, and escalating time-sensitive items. Draft, format and proofread correspondence, reports and other documents on the manager's behalf. Provide support with personal diary coordination - including appointments and personal errands - alongside the manager's professional schedule. Meetings, agendas and minutes Schedule internal and external meetings across partner organisations, including booking rooms/virtual platforms and coordinating attendee availability. Prepare agendas in advance of meetings, liaising with attendees to gather agenda items. Take accurate minutes/notes, track actions to completion, and circulate outputs in a timely manner. Financial administration, claims and bookkeeping Maintain and reconcile spreadsheets relating to claims, invoices and other financial transactions across the organisations supported. Prepare and submit claims for reimbursement and other financial assurance returns accurately and within deadlines (e.g. PCN, ICB or NHS England claims processes). Undertake day-to-day bookkeeping tasks, maintaining clear and auditable financial records. Flag discrepancies, anomalies or risks in financial data promptly to the manager. Data, reporting and monitoring Design, build and improve Excel spreadsheets and monitoring tools to strengthen existing reporting and assurance mechanisms. Prepare monthly datasets and reports on organisational activity for internal and external stakeholders. Support the tracking of performance against key metrics and targets, highlighting trends or areas of concern. Ensure data is handled accurately, consistently and in line with information governance requirements. General business support Act as a point of contact for internal and external stakeholders, including NHS England, the ICB, and other partner organisations, in the absence of the manager. Maintain accurate filing, record-keeping and document version control across the organisations supported. Support the updating and version control of organisational policies and procedures. Support the coordination of training sessions and outreach activity, including liaison with partner organisations. Undertake other duties commensurate with the role and level of responsibility, as reasonably required. Generic responsibilities All staff are expected to uphold the following standards, applicable across all organisations supported by this post: Confidentiality and information governance The post-holder will have access to sensitive financial, organisational and potentially patient-identifiable information across multiple organisations. All such information must be treated as strictly confidential and handled in accordance with data protection legislation, Caldicott principles, and each organisation's information governance policies. Equality, diversity and inclusion All staff must treat colleagues, patients and members of the public fairly and with respect, and must not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. Health, safety and safeguarding The post-holder must comply with relevant health and safety legislation and organisational policies, and must be aware of their duties and responsibilities in relation to safeguarding adults and children, escalating any concerns appropriately. Quality and continuous improvement The post-holder is expected to contribute to a culture of continuous improvement, identifying opportunities to streamline processes and improve the quality and accuracy of financial and reporting systems. Training and development The post-holder will be required to undertake all mandatory training and induction as directed, and to maintain and develop their skills - particularly in Excel and financial administration - appropriate to the role.