Administrator

1 month ago

Derby, United Kingdom Derby and Derbyshire GP Provider Board Limited Full time

Job summary

As an experienced administrator your primary role will be to provideeffective office management and administrative duties to support thedevelopment and delivery of a wide range of initiatives supporting generalpractice in Derby and Derbyshire. The role is busy, varied and important to oursuccess. It requires working independently and developing close relationshipswith the Executive team, Board members, clinical leads and externalstakeholders, many of which are not office based. You will support theeffective delivery of agreed projects by providing professional andcomprehensive business and administration support.

Please note: We are unable to offer NHS Pensions at this time.

Due to the geography of Derbyshire successful candidates will need a full, valid driving licence.

Main duties of the job

Administrative Support: Manage documentation, coordinate diaries, plan multi-agency meetings, and prepare reports and presentations. Stakeholder Engagement: Serve as the primary contact for GPPB, fostering positive relationships with internal and external partners. Finance Assistance: Process invoices, payroll administration, and expenses, and support project budget monitoring. Project Coordination: Organise work schedules, compile data, and assist in project management tasks where appropriate. Continuous Improvement: Identify process improvements and enhance administrative efficiency.

About us

The Derby & Derbyshire GP Provider Board (GPPB) provides a unified voice for general practice across Derbyshire within the Integrated Care System (ICS), supporting the future of general practice in delivering high-quality patient care. We collaborate closely with the Derby & Derbyshire Local Medical Committee (LMC) and The Hub+ to strengthen healthcare services across Derbyshire.

Job description

Job responsibilities

Administrative duties

Undertake general administration duties maintaining organised and up to date documentation ensuring information is saved and archived effectively

Diary management and coordination of Executive Team where required

Coordinate the planning and delivery of multi-agency meetings and small events taking meeting notes and producing agendas and minutes

Ensure compliance with company policies and procedures along with data protection regulations

Drafting of reports and presentations as required

Management of a central inbox including drafting and sending correspondence

To provide a comprehensive administration and IT support using a range of IT applications to monitor prepare and validate databases as appropriate producing accurate operational reports as appropriate for the department

Awareness and understanding of sensitive information ensuring strict confidentiality at all times

Coordinate office space arrangements and equipment maintenance with colleagues from The Hub+ and LMC

Stakeholder Management

Act as the primary point of contact for the organisation - handling enquiries professionally and directing appropriately and delivering exceptional levels of customer service

Foster strong relationships both internally and externally with key stakeholders inline with our vision and values

Responsible for effective communication across all boundaries using negotiation and persuasion skills to ensure the delivery of a comprehensive support service

Act as a liaison between the administration teams across Derbyshire LMC and The Hub

Finance

To be responsible for the timely processing of invoicing payroll and expenses etc - Working closely with the accountants to ensure adherence to policies

Assist in monitoring project budgets

Project Support

Plan and implement a work schedule, to ensure an efficient and timely output within all areas of responsibility in line with GPPB priorities

Co-ordinate the timely delivery of regular and ad hoc data and information requested by the management team producing reports as required

Undertaking any additional related project work as directed including obtaining information from the internet. Collation and reporting of survey data in order to produce reports and spreadsheets and organising and attending promotional events in conjunction with the managers

Continuous Improvement

Identify opportunities for process improvement

Assist in implementing and updating administrative processes for improved efficiency

Provide feedback and suggest improvements for all areas of responsibility and as part of the wider team

Key relationships:

Internal team including Executives and GPPB Board members and Clinical Leads

PCNs and GP Practices

The Hub and LMC

NHS Foundation Trusts

ICB

Person Specification

Experience

Essential

Good knowledge of administrative procedures standard operating procedures, version control etc. Experience of providing personal assistant services diary management and meeting coordination. Previous experience working in a busy/demanding administrative role.

Desirable

Understanding of financial policies and procedures. Experience of supporting and coordinating small projects.

Personal Qualities

Essential

Enthusiastic and positive attitude. Adaptable and able to respond to innovation and change. Excellent interpersonal skills and ability to work as a team member and independently. Commitment to continuous professional development.

Desirable

An interest in supporting general practice to have an impact on patient care across Derbyshire.

Skills and Attributes

Essential

Demonstrate GPPB values and vision at all times. Able to work independently and as an effective team member when under pressure whilst continuing to work to meet tight deadlines often within a complex and rapidly changing workload. Manage delivery of a high standard of customer service and quality with the ability to communicate professionally at all levels in a helpful and courteous manner. Excellent organisational, interpersonal, influencing, presentation and administrative skills. Independently manage complex and rapidly changing workload within guidelines. Ability to implement changes to working procedures, use negotiating and empathetic skills to motivate staff to accept changes in working practices.

Qualifications

Essential

A good standard of English to GCSE or equivalent level, and the ability to demonstrate both excellent written and verbal communication skills. Qualification in Business Administration or equivalent knowledge and skills. Advanced level of IT literacy with experience of using a range of IT applications, in particular Excel.

Desirable

Professional secretarial / minute taking qualification.

Governance

Essential

To understand and adhere to the policies and procedures of GPPB contained with the Employment Contract and Staff Handbook.

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