Senior Administrator

3 weeks ago

London, United Kingdom Battersea Healthcare CIC Full time

**About us**

Battersea Healthcare Community Interest Company (BHCIC) is a GP practice-owned community interest company established to support and develop local general practice and to provide quality healthcare for all the people of Wandsworth. We have a track record of providing patient focused healthcare services, while working to improve the capability of the Wandsworth healthcare system to provide better services for its patients.

Through collaboration with local partners we are working to integrate primary and community health & care services in the borough.

**Job Summary** Reporting to the HR/Exec Support lead this role provides a professional support service to Battersea Healthcare (BHCIC) ensuring that the team is well organised and able to operate efficiently, ensuring that relevant information is provided in a timely manner.

The post holder will be required to be highly flexible and able to respond to changing demands in work. They should have a proactive approach to problem-solving with strong decision-making skills. They should act professionally at all times in ensuring that the concerns of the team are dealt with appropriately.

The post holder will need to be a self-starter and proactively and independently manage their workload. As BHCIC is a growing organisation, the role will develop, and the post holder will need to positively embrace and respond to this. The post holder will provide effective administration and coordination activities.

The role supports a high number of internal and external meetings. A key responsibility of the role is to work with the Operations Administrator to ensure that all of the meetings are prepared for and attended with accurate minutes and actions provided.

**Principal Duties and Responsibilities**
- Arrange meetings, prepare and send MS Teams invites ensuring attendees and venues are appropriately booked and confirmed as required
- 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
- 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
- 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
- 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

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