Locality Programme Support Administrator
The post holder will provide a specialised, comprehensive, and confidential administrative support services to the North East and North Cumbria Primary Care Training Hub place-based teams, working with health and care stakeholders across a defined locality.
The post will work predominantly with the Tees Valley locality supporting workforce transformation. However, there will be a requirement to work closely with colleagues from the other 3 placed based team across the North East and North Cumbria.
Main duties of the job
The post holder will be expected to support the place-based Locality Manager and Programme Co-ordinator in ensuring an efficient and effective administrative facility in order for the achievement of the Workforce Transformation and Primary Care Training Hub aims and objectives.
This role will have a focus on supporting GP Practices and wider primary care with workforce development and transformation initiatives, as defined by local, regional, and national priorities. The role will also work across the entire local health and care system to support primary care, widening participation, new roles/advancing practice roles and other workforce transformation initiatives.
The post holder will be expected to provide administrative and secretarial services, data entry services and activities, coordination, and delivery across the department.
Job responsibilities
1. Setting up of relevant electronic folders and filing and upkeep of information and archiving as and when necessary.
2. Ensuring agreed standard operating process models are followed.
3. Constant monitoring of outlook, responding to queries and escalating to colleagues.
4. Arranging multiple and complex meetings, ensuring all relevant personnel are invited.
5. Attending meetings, recording of further actions and updating arrangements as required.
6. Preparation of briefing documentation and briefing packs, including formatting and providing summary information for the purpose of carrying out the activity of the locality based Primary Care Training Hub.
7. Communicating with stakeholders, trainers, trainees and clinical staff within education and placement providers regarding the completion of any returns.
8. Inputting of accurate information on to relevant databases.
9. To ensure work is carried out in accordance with all relevant policies, procedures, systems and guidelines.
10. To provide administrative support for project and development work as required.
11. Provide administrative and business area specific support to discrete projects as and when required.
12. Collate, analyse and report findings of research and development activities in support of discrete projects.
13. Deliver administrative support to the Workforce Transformation place based team, including ad hoc project work.
14. Support complex financial management and tracking.
15. To run data processing and reporting systems using automated and manual processes.
16. To produce regular reports, for senior management, and for external stakeholders.
17. To learn about the data systems/Programme Management Systems used by the team and to develop technical competencies to be able to use manipulate this data and interpret data to be able to answer ad-hoc queries, with the support of others within the team.
18. To develop reporting skills to be able to present the information in an agreed format under guidance.
19. To validate, process and produce regular reports.
20. To be able to use Microsoft Excel to an intermediate level whilst developing an in-depth knowledge of the corporate data items and structures, process queries and reports to fulfil ad-hoc requests coming from both internal and external sources.
21. To ensure that all reports meet the internal standards set by the department in terms of presentation, naming conventions and interpretation.
22. To work with other members of the team to ensure regular maintenance of existing procedures and processes.
23. To identify where user documentation is out of line with changed practice, draft amendments.
Person Specification
Experience and Knowledge
* Comprehensive knowledge of Microsoft Office Applications including Word, PowerPoint and Excel.
* Experience of working as an administrator including minute taking for complex large scale meetings.
* Experience of working to tight deadlines in a fast-paced office environment.
* Experience of interpreting and analysing information and presenting it in a simplified manner.
* Experience of analysing key performance information.
* Experience of working in a Primary Care setting would be desirable.
* Experience in communications and stakeholder management.
* Strong working knowledge of maintaining confidentiality and implementing data protection legislation requirements including information governance.
Qualifications
* Intermediate level of theoretical knowledge to A Level or recognised equivalent in a relevant area or significant earned and acquired knowledge of working in an administrative/team support role through specialist knowledge of processes required within this area including demonstratable experience (i.e diary management, events management, project management, communications, information management, data analysis).
Skills
* Ability to work under pressure to meet deadlines, whilst multi-tasking.
* Ability to work without supervision.
* Experience of data analysis.
* Capable of handling a wide portfolio of tasks whilst dealing with ad hoc work.
* Able to process payments and invoices against agreed processes.
Employer name
NHS England
Address
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