Senior Administrator

Job responsibilities

Principal Duties and Responsibilities

Coordination of meetings and events

Arrange meetings, prepare and send MS Teams invites ensuring attendees and venues are appropriately booked and confirmed as required

Draft agendas, review action logs and prepare papers, applying house style where necessary for meetings and ensure circulation to members within agreed timescales

Attend internal and external meetings to

To record the meeting using MS Teams

To create minutes in a brief but clear way giving an accurate account of the meeting

To ensure that the language is clear, and in the main impersonal

To take note of actions given by the chair, and highlight actions noted and heard in the meeting in the Action Log

To prepare a draft version of the minutes for the chair of the meeting

To refresh the action log to reflect activity, closures and new actions

When approved by the chair to share minutes and action log with attendees within agreed timescales (usually 5 days).

Produce weekly meeting planner and manage calendars to best effect

When in-house to prepare BHCIC meeting room, or other site, for meetings and events, ensuring adequate seating, refreshments and IT resources are ready

Maintain actions logs and monitor partner agency actions arising from the various meetings, to ensure they are completed on time

Team administration

Provide external organisations with a professional and effective point of contact for the team.

Conduct efficient and effective diary management for members of the team.

Work with the Operations Administrator to provide general administrative support (both ad hoc and regular requests) setting standards of effective practice and bringing people together to promote a collaborative approach.

Manage the BHCIC mailbox/Quality mailbox, ensuring correspondence and queries are answered or passed on to the relevant teams.

Handle internal requests for information and data

Coordinate and maintain accurate records of papers and electronic correspondence on behalf of the team.

Maintain efficient electronic filing systems using agreed naming conventions.

Resolve administrative problems and enquiries e.g. through own knowledge and use of relevant search engines/website research in conjunction with colleagues

Prepare and modify documents including correspondence, reports, newsletters, presentations, drafts, memos and emails (using SharePoint, Microsoft Office, PowerPoint, Canva, databases and spreadsheets)

General clerical duties including filing, mailing, photocopying and shredding

Maintain stationery and other office supplies and coordinate maintenance of office equipment including recycling where possible

Open, sort and distribute incoming correspondence, in hard or soft copy, ensuring correspondence and queries are answered or passed on to the relevant teams

Act discreetly, ensuring confidential matters are appropriately managed.

Receive, welcome and direct visitors when in our offices

Answer, screen and transfer inbound calls

Other activities

Support colleagues to ensure work is equitably shared amongst the team

Support ad hoc projects as required

Contribute ideas and suggestions to ensure we continually improve what we do

Review own work practices and where appropriate putting forward proposals for change

Offering administrative assistance to practices when needed

Quality Improvement in Primary Care Contract

Act as the lead contact for the Quality Improvement in Primary Care contract.

Work closely with the Clinical Lead for Quality Improvement to ensure the delivery of comprehensive and relevant sessions.

Plan and organise Quality Development events for the Quality Leads at the practices (4 per year)

Liaise with speakers and delegates and ensure they have all necessary information and resources in advance of the event.

Work with the GP practices (38) and ensure they complete all agreed tasks within the timeframes identified.

Manage the Quality mailbox, ensuring prompt responses or necessary actions are taken.

Maintain and update the Quality tracker tool

Add relevant documentation and resources following each event to the BHCIC website for practice use.

Produce and circulate certificates of attendance following each event

Organise Practice Support Team visits, providing additional support on visits when necessary.

Ensure that all work carried out ensures that the agreed KPIs are met.

Governance

Support the Head of Clinical Services and Governance and Governance Manager with actions following receipt of alerts to the BHCIC mailbox, notifying relevant teams, recording on SharePoint, using trackers and following up responses in a timely manner.

This list of key responsibilities is not exhaustive, and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.

Experience

Essential

• Taking minutes at meetings
• Strong administrative, organisational and prioritisation skills.
• Arranging meetings for various stakeholders including room preparation
• Ability to build effective and collaborative working relationships.

Desirable

• Previous experience of working in a healthcare environment
• Some understanding of the healthcare landscape

Qualifications

Essential

• Educated to GCSE level or equivalent
• Computer literate

Desirable

• Evidence of further education

Personal Attributes

Essential

• Ability to work autonomously and as part of a team
• Excellent interpersonal skills
• A good team player who has the ability to support others when required
• Committed to the provision of quality services.
• A flexible, positive attitude to performing a wide range of dynamic duties in a fast-paced environment.
• Willing to develop/learn in the role.
• Ability to be flexible with regard to working hours.
• Ability to work within a diverse environment effectively

Skills & Abilities

Essential

• Professional level verbal and written communication skills
• Proficiency in Word and Excel packages to a minimum of intermediate standard
• Excellent communication skills, to work effectively at various levels
• Excellent listening skills
• Excellent organisational skills
• Have the ability to remain calm when working under pressure and when dealing with conflicting demands
• To work without close supervision and manage problems initially
• Excellent keyboard and accuracy skills with regard to data entry, detail oriented.
• Skilled in time management and prioritising complex workload
• Multi-tasking skills
• Good analytical skills

Desirable

• Evidence of personal goals
• Use of MS Teams/Zoom or similar for work purposes
• Audio typing, use of dictation software for transcription purposes
• Ability to develop and use new systems in support of role.