Primary Care Team Administrator

NHS AfC: Band 4

Main area
Administration
Grade
NHS AfC: Band 4
Contract
Fixed Term to 31st March 2019
Hours
Full Time 37.5 hours per week
Job ref
990-NHSE10609C
Site
Quarry House
Town
Leeds
Salary
£20,150 - £23,363 per annum
Closing
25/07/2018 23:59

NHS England leads the NHS in England, setting the priorities and direction of the NHS and informing the national debate to improve health and care. We strongly believe in health and high quality care for all, now and for future generations and want everyone to have greater control of their health and wellbeing, and to be supported to live longer, healthier lives by high quality health and care services that are compassionate, inclusive and constantly-improving.

NHS England shares out more than £100 billion in funds and holds organisations to account for their spending. Our work involves the commissioning of health care services in England, and we support local health services that are led by Clinical Commissioning Groups (CCGs). We have devised and are delivering a strategic vision for the NHS, along with our partners in health, called the Five Year Forward View.

If the advertised role is based in London on an Agenda for Change Pay Band, it will attract a High Cost Area supplement. This supplement is not applicable to Executive or Senior Manager or Medical Leader positions. For positions offered on a part time basis, salary and any allowances will be adjusted pro rata.

We will not accept applications for this position by CV or via recruitment agencies.

The NHSBSA is responsible for the processing of your application; a privacy notice is attached to advise you on how we will process your personal data.

The particular post holder will:

  • Liaise with all relevant parties in an efficient and effective manner to ensure the team has consistent and professional administrative processes and systems.
  • Arrange meetings including room bookings and the preparation and circulation of agendas and minutes.
  • Coordinate external meetings and events including venue bookings, and other general administration duties including sending of correspondence, typing, printing and collation of any necessary paperwork.
  • Liaise with internal and external stakeholders as appropriate in organising meetings and or events.
  • Prepare documents using typing skills and a variety of software packages.
  • Handle travel and accommodation bookings and providing information and copies of documentation as requested.
  • To act, in the absence of other members of the support team, within defined parameters of delegated responsibility, to progress matters or seek guidance from other members of senior management.
  •  To perform other duties commensurate with grading, as required.

Key Job Specific Responsibilities:

  • To support the General Practice Workforce Team by liaising with all relevant parties in an efficient and effective manner to ensure the team has consistent and professional administrative processes and systems
  • To arrange meetings including room bookings and the preparation and circulation of agendas and minutes
  • To liaise with internal and external stakeholders
  • To prepare documents using typing skills and a variety of software packages
  • To handle travel and accommodation bookings and providing information and copies of documentation as requested
  • To act, in the absence of other members of the support team, within defined parameters of delegated responsibility, to progress matters or seek guidance from other members of senior management
  • To perform other duties commensurate with grading, as required.
  • Provide specialist secretarial/administration support and advice to the team and/or specific programmes to support a number of initiatives
  • Taking telephone calls for others in the department when they are out and expected to use their initiative when dealing with phone calls and messages.
  • Undertaking all administrative duties such as photocopying and sorting and prioritising mail and e-mail. Distributing as appropriate
  • Sorting and prioritising all incoming mail and e-mail, distributing as appropriate.
  • Managing the electronic diary for the department, including arranging and changing appointments, prioritising these as appropriate.
  • Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in a timely manner.
  • Organising and planning events as directed, providing all necessary supporting in local materials.
  • Supporting teams in project management and participating in department events.
  • Required to input, monitor and check data produced and required for on-going programmes and projects.
  • Working with all team members in the collection of information for performance reporting on relevant team projects.
  • Acting as a point of contact for teams, dealing and responding effectively with complex queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
  • Supplying the relevant information required for financial management, supporting the head of department and teams by checking and sending invoices for payment. Responsible for ordering stationery and consumables for the department, ensuring they are kept securely.
  • Running and collating reports which may include reports to the Board and senior management as required.
  • Developing and maintaining effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the team.
  • Preparing agendas, taking minutes and distributing notes of meetings including typing up of group discussions and interviews as necessary.
  • Providing guidance and advice on relevant policies and procedures.
  • To carry out other appropriate delegated duties as required.

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