Administrator

1 month ago

Reading, United Kingdom Berkshire West Primary Care Alliance Full time

**Job description: Administrator**

Rate of pay: NHS Band 5 £28,407 - £34,581 (pro rata)

Hours: 4/5 days per week (negotiable)

Annual leave: From 27 days + 8 days general public holiday (dependent on length of service)

Location: Hybrid (Home and Berkshire West GP Practices)

Line Manager: Operations Director

Probation period: 6 months

**Summary**
Berkshire West GP Leadership Group (BW GPLG) and Berkshire West Primary Care Alliance (BWPCA) work with GP practices across Berkshire West, including Reading, Newbury, Thatcham, Wokingham, Wargrave, Earley and surrounding areas. They have a single team and related but separate functions. This post will provide administrative support to that team.

It is expected that the post holder will be able to mainly work from home but should expect to attend face-to face meetings at least once per week.

**Key responsibilities**
Arrange online meetings on behalf of all members of the GP Leadership Team, establishing availability and sending invites for MS Teams. For face to face-to-face meetings, arrange a suitable room or meeting place and if necessary, make online arrangements for those who cannot attend in person to participate virtually. Research suitable local venues with catering for meetings, obtaining quotes and making bookings.

Prepare agendas and take minutes of meetings, maintaining a task and finish action log. Issue reminders and request papers and agenda items in advance from participants and aim to distribute agendas and papers at least two days in advance of each meeting.

Support individual projects within the programme to help deliver their anticipated benefits by providing flexible assistance to project managers.

Provide flexible assistance to colleagues.

Compile documents and PowerPoint presentations on behalf of the team. Quality assure documentation.

Assist with collection and analysis of data, financial data, and information.

Maintain an orderly and structured file system for documents on the NHS Futures platform (or any replacement).

Act as first point of contact for the team.

Maintain and develop our LinkedIn and social media presence of BWPCA, including production and publishing of podcasts.

From time to time attend and assist with special events, these may occur outside regular office hours and potentially on a few Saturdays, although this would be exceptional.

Be prepared to represent the organisation at online and face to face events and meetings, alone or with other members of the team. These may include meeting outside of Berkshire.

**General**
This post will develop as the organisation forms and matures. This is not a comprehensive list of duties and responsibilities, and it is expected that the postholder will be flexible and adapt to providing support where need arises, as a core member of the team.

**Safeguarding children**
BWPCA adheres to the Berkshire local child safeguarding policies and procedures. All employees have a duty of care and a responsibility to promote the welfare of children.

**Code of conduct**
All staff are required to adhere to the code of conduct for managers.

**Health & safety**
Health and safety of employees is important to BWPCA. The postholder is expected to make themselves aware of and comply with host (Brookside Surgery) policies in this regard. Contravention of this will normally be regarded as a disciplinary matter.

**Confidentiality**
All matters of a confidential nature, including information relating to patient details or records, professionals in contact with BWPCA/BW GPLG, members of staff or commercially sensitive details of bids and contract prices, must not be divulged to any unauthorised person. Any breach of confidentiality may lead to disciplinary action.
**Equal opportunities**

BWPCA is committed to equality and inclusion for all, and all members of staff are expected to be guided by this principle in their actions and work.

**Person specification**

**Category**

**Essential**

**Desirable**

**Education/qualifications**

Educated to GCSE standard (or equivalent) at grade 4/5 (C) or above, including English and Maths

Yes

Educated to degree standard (or equivalent)

Yes

Business administration qualification

Yes

**Experience**

Previous NHS/primary healthcare

Yes

Production of minutes and agendas

Yes

**Knowledge skills and abilities**

Excellent organisational skills

Yes

Understanding and ability to administer and develop social media - Podcasts, Linkedin etc.

Yes

Sound knowledge of MS Office tools, including Word, Outlook, Excel, Powerpoint and Teams

Yes

Time management and prioritisation

Yes

Professional telephone and online manner

Yes

Able to maintain a clear and efficient filing system

Yes

Excellent oral and written skills

Yes

**Personal attributes**

Self-motivated and able to act on own initiative

Yes

Able to work as part of a team

Yes

Confidential

Yes

Innovative

Yes

Willing and able to attend meetings and events away from normal work base/hom

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