Job summary
Are you highly organised, confident with
IT, and looking for a varied role where you can really make a difference?
We are looking for a proactive
and detail-focused Business
Support Administrator to join our
management Team at The Valleys Medical Partnership. Based at Gosforth Valley, you'll be at the
heart of the practice, supporting our Business Manager, Operations Manager, and
our Finance Manager across a wide range of functions from diary coordination and
HR processes to information systems and student placements.
We are looking for someone with:
- Excellent
organisational skills and attention to detail
- Strong IT knowledge (including
skills in Word, Excel and PowerPoint)
- Great communication
skills
- The ability to work
independently and handle sensitive information
- A flexible, friendly and professional approach
This role is ideal for someone
who enjoys working independently, thrives on variety, and is passionate about
supporting a busy team to deliver excellent care.
If
you're looking to join a supportive team, enjoy a busy and rewarding role, and
develop your career, we'd love to hear from you!
Main duties of the job
As Business Support
Administrator you will be:
- Managing diaries,
documents, rotas and systems.
- Supporting
recruitment, onboarding and absence tracking.
- Helping co-ordinate
internal communications and meetings.
- Acting as a key
contact for students and trainees.
- Creating reports,
presentations, social media posts and more.
- Organising events.
- Supporting compliance
and governance activities.
Experience in
healthcare would be an advantage, but not essential, as long as you have the
right attitude, skillset and a willingness to learn.
About us
The Valleys Medical Partnership is a successful
Partnership with 6 GP Partners and one Pharmacist Partner. We have a practice population of
approximately 12,400 and are based across two sites: Moss Valley Medical
Practice in Eckington, and Gosforth Valley Medical Practice at Dronfield.
Were a patient-focused,
CQC-rated Good practice with a strong track record of high QOF achievement.
As a proud training practice and Level 3 Research Practice, were committed to
innovation and welcome fresh ideas that enhance the care of our patients.
We are collaborative
and take every opportunity to celebrate success, including through our monthly
practice meetings with team lunch, and bi-annual paid-for team social
events. We are welcoming, supportive and
strive to put our team's wellbeing at the heart of all we do.
Job description
Job responsibilities
Job Summary
As Business Support
Administrator, you'll provide high-quality administrative and coordination
support to our Management Team.
Working closely with the Practice Business Manager,
Operations Manager, and Finance Manager, you will help to ensure the smooth
running of the organisation. From
managing information systems and coordinating meetings, to handling HR
processes and supporting trainees this role is central to keeping things
moving behind the scenes.
This varied role provides scope to take ownership of tasks and contribute
to the development of efficient systems and processes.
Key Tasks: Management Information Systems
Manage the Partnership's 'TeamNet' System:
- Set up and
deactivate user accounts.
- Upload key
documentation such as policies, HR information, bulletins, and notices.
- Maintain and
develop topic pages.
- Track
compliance checks and report discrepancies.
- Keep the
Partnership-wide diary up to date.
- Monitor training logs and highlight outstanding requirements
Key Tasks: Document Production and Communication
Produce and contribute to
a wide range of materials, including:
- PowerPoint presentations, spreadsheets,
reports, and formal letters.
- Meeting agendas, minutes, and action
logs.
- Website and social media posts.
- Leaflets, posters, and other promotional
material.
- Internal
communications such as policies and standard operating procedures.
Key Tasks: Systems Administration
Support the oversight of
IT systems and access:
- Regularly audit staff lists and user
access rights (including third parties).
- Maintain accurate work patterns and
update rotas with the Operations Manager.
- Remove access for leavers and manage
third-party user permissions.
- Produce and circulate
weekly room rotas for both sites.
Key Tasks: HR Administration
Provide administrative
support for key HR activities:
- Coordinate
job adverts, applications, and interviews.
- Manage
onboarding documentation in line with the new starter process.
- Organise
Disclosure and Barring Service (DBS) checks.
- Review
and approve leave requests (within guidelines).
- Act
as the first point of contact for absence reporting, coordinating clinic cover
as needed.
- Ensure
return-to-work meetings are scheduled and documented.
- Manage
the leavers process and organise exit meetings.
- Monitor appraisal
completion and maintain accurate records.
Key Tasks: Trainee and Student Coordination
Help deliver a
high-quality experience for trainees and students:
- Liaise with trainees before, during, and
after placements.
- Coordinate with external organisations
regarding intake.
- Set up system access and manage leave
and absence processes.
- Assist with planning induction
programmes, tutorial schedules, and timetables.
- Act as the main point
of contact for administrative and pastoral support.
Key Tasks: General Support to the Management Team
Provide general support
to ensure effective operations:
- Manage diaries for the Business Manager,
Operations Manager, and Finance Manager.
- Coordinate internal meetings, circulate
agendas, and record actions.
- Respond to queries on behalf of the
management team as appropriate.
- Support wider practice activities (e.g.
vaccination clinics, staff events).
- Undertake delegated tasks that
contribute to the smooth running and strategic development of the Partnership.
- Assisting managers with the delivery of
specific projects and responsibilities within their individual roles.
- Carrying out general administrative
tasks such as filing, data inputting, answering the telephone, photocopying,
and liaising with patients where appropriate.
Job description
Job responsibilities
Job Summary
As Business Support
Administrator, you'll provide high-quality administrative and coordination
support to our Management Team.
Working closely with the Practice Business Manager,
Operations Manager, and Finance Manager, you will help to ensure the smooth
running of the organisation. From
managing information systems and coordinating meetings, to handling HR
processes and supporting trainees this role is central to keeping things
moving behind the scenes.
This varied role provides scope to take ownership of tasks and contribute
to the development of efficient systems and processes.
Key Tasks: Management Information Systems
Manage the Partnership's 'TeamNet' System:
- Set up and
deactivate user accounts.
- Upload key
documentation such as policies, HR information, bulletins, and notices.
- Maintain and
develop topic pages.
- Track
compliance checks and report discrepancies.
- Keep the
Partnership-wide diary up to date.
- Monitor training logs and highlight outstanding requirements
Key Tasks: Document Production and Communication
Produce and contribute to
a wide range of materials, including:
- PowerPoint presentations, spreadsheets,
reports, and formal letters.
- Meeting agendas, minutes, and action
logs.
- Website and social media posts.
- Leaflets, posters, and other promotional
material.
- Internal
communications such as policies and standard operating procedures.
Key Tasks: Systems Administration
Support the oversight of
IT systems and access:
- Regularly audit staff lists and user
access rights (including third parties).
- Maintain accurate work patterns and
update rotas with the Operations Manager.
- Remove access for leavers and manage
third-party user permissions.
- Produce and circulate
weekly room rotas for both sites.
Key Tasks: HR Administration
Provide administrative
support for key HR activities:
- Coordinate
job adverts, applications, and interviews.
- Manage
onboarding documentation in line with the new starter process.
- Organise
Disclosure and Barring Service (DBS) checks.
- Review
and approve leave requests (within guidelines).
- Act
as the first point of contact for absence reporting, coordinating clinic cover
as needed.
- Ensure
return-to-work meetings are scheduled and documented.
- Manage
the leavers process and organise exit meetings.
- Monitor appraisal
completion and maintain accurate records.
Key Tasks: Trainee and Student Coordination
Help deliver a
high-quality experience for trainees and students:
- Liaise with trainees before, during, and
after placements.
- Coordinate with external organisations
regarding intake.
- Set up system access and manage leave
and absence processes.
- Assist with planning induction
programmes, tutorial schedules, and timetables.
- Act as the main point
of contact for administrative and pastoral support.
Key Tasks: General Support to the Management Team
Provide general support
to ensure effective operations:
- Manage diaries for the Business Manager,
Operations Manager, and Finance Manager.
- Coordinate internal meetings, circulate
agendas, and record actions.
- Respond to queries on behalf of the
management team as appropriate.
- Support wider practice activities (e.g.
vaccination clinics, staff events).
- Undertake delegated tasks that
contribute to the smooth running and strategic development of the Partnership.
- Assisting managers with the delivery of
specific projects and responsibilities within their individual roles.
- Carrying out general administrative
tasks such as filing, data inputting, answering the telephone, photocopying,
and liaising with patients where appropriate.
Person Specification
Other
Essential
- Interest in the work.
- Willing to comply with dress code/uniform requirements.
- Able to work flexible hours if needed.
- Aligned with the vision and values of the practice.
Skills and Abilities
Essential
- Excellent organisational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to work independently and use initiative.
- Strong IT skills, including proficiency with Microsoft Office.
- Ability to handle confidential information with discretion.
- Flexible approach and ability to adapt to changing priorities.
- Ability to build positive relationships with colleagues and stakeholders.
Experience
Essential
- Experience of providing high-level administrative support.
- Experience of diary management and coordinating meetings.
- Experience working independently and managing competing priorities.
Desirable
- Experience working in a healthcare or public sector environment.
- Experience of supporting HR processes or recruitment.
- Experience with data entry, report writing and/or maintaining online systems.
- Experience liaising directly with patients or members of the public.
- Experience supporting managers with projects or specific workstreams.
- Experience of managing rotas.
Qualifications
Essential
- Good general education (GCSE level or equivalent, including English and Maths to a minimum of a Grade 4).
Desirable
- Relevant administrative or business support qualifications.
- Training in Microsoft Office or equivalent IT systems.
Personal Qualities
Essential
- Reliable and professional.
- Approachable and a team player.
- Proactive and solution focused.
- Committed to continuous improvement and learning.
- Experience in general administrative duties such as filing, data inputting, answering telephones, and photocopying.
- Ability to carry out a variety of administrative and clerical tasks accurately and efficiently.
- Good sense of humour.
- Resilient.
Person Specification
Other
Essential
- Interest in the work.
- Willing to comply with dress code/uniform requirements.
- Able to work flexible hours if needed.
- Aligned with the vision and values of the practice.
Skills and Abilities
Essential
- Excellent organisational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to work independently and use initiative.
- Strong IT skills, including proficiency with Microsoft Office.
- Ability to handle confidential information with discretion.
- Flexible approach and ability to adapt to changing priorities.
- Ability to build positive relationships with colleagues and stakeholders.
Experience
Essential
- Experience of providing high-level administrative support.
- Experience of diary management and coordinating meetings.
- Experience working independently and managing competing priorities.
Desirable
- Experience working in a healthcare or public sector environment.
- Experience of supporting HR processes or recruitment.
- Experience with data entry, report writing and/or maintaining online systems.
- Experience liaising directly with patients or members of the public.
- Experience supporting managers with projects or specific workstreams.
- Experience of managing rotas.
Qualifications
Essential
- Good general education (GCSE level or equivalent, including English and Maths to a minimum of a Grade 4).
Desirable
- Relevant administrative or business support qualifications.
- Training in Microsoft Office or equivalent IT systems.
Personal Qualities
Essential
- Reliable and professional.
- Approachable and a team player.
- Proactive and solution focused.
- Committed to continuous improvement and learning.
- Experience in general administrative duties such as filing, data inputting, answering telephones, and photocopying.
- Ability to carry out a variety of administrative and clerical tasks accurately and efficiently.
- Good sense of humour.
- Resilient.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
