Job summary The successful candidate will need to be able to demonstrate excellent communication skills, both verbally and in writing along with the ability to work under pressure and meet deadlines whilst still ensuring high levels of accuracy and confidentiality. The post holder will have a professional, flexible approach to work and the ability to prioritise/plan their workload. In addition, experience of working in an office environment along with computer literacy in Microsoft Office including, Teams, Outlook, Word and Excel is required. The role is part-time and can be worked flexibly between Monday to Friday. However, due to the nature of the work, some requirements to attend meetings at specific times and out of hours working, including evenings and weekends will be expected as and when necessary. The communications function forms part of a wider blended team with the GMTH and the GM Feds collaborative, and this role provides a fantastic opportunity to work on both a local and regional footprint. Main duties of the job To provide administrative support to GP Educators, Training Programme Directors and GMTH Management regarding the provision of the GP Trainee Programme. The role is split across two sites and the postholder must be able to travel to both locations on a weekly basis. About us Bolton GP Federation is a collective vehicle where Boltons GP practices come together to deliver primary care, providing a place for collaboration, knowledge-sharing and coordination. The Federation is a voice of the priorities, needs and local intelligence of primary care into the wider healthcare system. We are rated Good by the Care Quality Commission (CQC) and we are proud of the services that we run, which include Primary Care Networks, Extended Primary Care, an Experienced Nurse Network and the Covid Vaccination Programme. Our mission is to improve health and care. We meet everyday health and care needs for people by connecting primary care systems and using creative thinking to develop, improve and support great local services. Bolton GP Federation is also the lead employer for the Greater Manchester Training Hub (GMTH) as part of GMPC (the GM Federations collaborative). Date posted 29 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Pro-rata Contract Fixed term Duration 12 months Working pattern Part-time, Flexible working Reference number N0005-25-0001 Job locations 99 King Street Farnworth Bolton Greater Manchester BL4 7AX Job description Job responsibilities Key Duties and Responsibilities: Experience and knowledge in the use of MS Office Suite. Experience in the use of information systems. Respond to enquiries and questions from various parties. Proven organisational and time management skills. Provide support to staff within the team/office. Manage your own workload and activities, including emails. Liaise with internal and external colleagues via telephone and email. Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information. Good understanding and knowledge of a full range of administrative procedures and organisational procedures. Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation. Organise and support the planning of meetings, events and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Organise virtual meetings as required. Collate and process data using multiple databases. Carry out other administrative tasks that fall within the competencies of the post holder to provide cover. Liaise and support the organisation and coordination of services, such as the maintenance and facilities. Prepare and distribute documents and papers as required. Support and carry out additional duties as and when required. Handle sensitive and personal information in a manner that complies with the departments data confidentiality obligations (e.g. Information Governance, General Data Protection Regulation, Caldicott Guidelines). Support compliance within the team with information governance procedures and protocols. Be able to raise Purchase Orders and Invoices and liaise with all relevant parties to ensure payments are made promptly and accurately. Governance To ensure compliance with Federations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care To ensure compliance at all times and without exception with the organisations Information Governance regulations and Standing Financial Instructions Behaviours The post holder will be expected to: Support the visions and values of the Federation Act with honesty and integrity at all times Be a positive ambassador for the Federation Demonstrate high standards of personal conduct Value and respect colleagues, other members of staff, stakeholders and patients Work with others to develop and improve our services Uphold the Federations commitment to equality and diversity Take personal responsibility for their words, deed and actions and the quality of the service they deliver Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feeling priorities and rights. Information Governance The post-holder must be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance - this will include, but not limited to, Data Quality improvements, Confidentiality and Information Security To take personal responsibility for safeguarding and ensuring the quality of information. Personal/Professional Development: The post-holder will participate in any mandatory training programme implemented as part of this employment, such training to include: - Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work Training may need to be undertaken outside of normal hours, and off-site. Other This post involves the use of display screen equipment as a significant part of normal work and the job holder will be a user as defined in the Health & Safety Policy on work with DSE. The post holder may need to work from different locations. Job description Job responsibilities Key Duties and Responsibilities: Experience and knowledge in the use of MS Office Suite. Experience in the use of information systems. Respond to enquiries and questions from various parties. Proven organisational and time management skills. Provide support to staff within the team/office. Manage your own workload and activities, including emails. Liaise with internal and external colleagues via telephone and email. Setting up and managing and maintaining filing systems, ensuring that information is appropriately and securely stored, filed and retrievable whilst adhering to information governance guidelines to protect personal information. Good understanding and knowledge of a full range of administrative procedures and organisational procedures. Provide a comprehensive, accurate secretarial/word processing service, including drafting standard letters/communications, editing, and formatting reports ensuring a high standard of presentation. Organise and support the planning of meetings, events and conferences, including booking venues and taking formal minutes, arranging equipment, preparing papers/documentation, registering delegates and arranging refreshments Setting up, managing, and maintaining office systems, including paper and electronic files, ensuring that information is appropriately and securely stored, filed and retrievable. Organise virtual meetings as required. Collate and process data using multiple databases. Carry out other administrative tasks that fall within the competencies of the post holder to provide cover. Liaise and support the organisation and coordination of services, such as the maintenance and facilities. Prepare and distribute documents and papers as required. Support and carry out additional duties as and when required. Handle sensitive and personal information in a manner that complies with the departments data confidentiality obligations (e.g. Information Governance, General Data Protection Regulation, Caldicott Guidelines). Support compliance within the team with information governance procedures and protocols. Be able to raise Purchase Orders and Invoices and liaise with all relevant parties to ensure payments are made promptly and accurately. Governance To ensure compliance with Federations policies, procedures and guidelines for self and others, by taking action/alerting senior management team if practice appears to contravene policy, or if concerned about any aspect of patient care To ensure compliance at all times and without exception with the organisations Information Governance regulations and Standing Financial Instructions Behaviours The post holder will be expected to: Support the visions and values of the Federation Act with honesty and integrity at all times Be a positive ambassador for the Federation Demonstrate high standards of personal conduct Value and respect colleagues, other members of staff, stakeholders and patients Work with others to develop and improve our services Uphold the Federations commitment to equality and diversity Take personal responsibility for their words, deed and actions and the quality of the service they deliver Equality and Diversity: The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include: Acting in a way that recognises the importance of peoples rights, interpreting them in a way that is consistent with Practice procedures and policies, and current legislation Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feeling priorities and rights. Information Governance The post-holder must be fully aware of and committed to all Policies, Procedures and Initiatives relating to Information Governance - this will include, but not limited to, Data Quality improvements, Confidentiality and Information Security To take personal responsibility for safeguarding and ensuring the quality of information. Personal/Professional Development: The post-holder will participate in any mandatory training programme implemented as part of this employment, such training to include: - Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development Taking responsibility for own development, learning and performance and demonstrating skill and activities to others who are undertaking similar work Training may need to be undertaken outside of normal hours, and off-site. Other This post involves the use of display screen equipment as a significant part of normal work and the job holder will be a user as defined in the Health & Safety Policy on work with DSE. The post holder may need to work from different locations. Person Specification Personal Attributes Essential Team player able to engage with others in own team and colleagues in the organisation and across partnerships High level of tact and diplomacy Creative thinking and positive attitude Good interpersonal skills and relationship building Reliable and flexible Car Driver Essential Qualifications Essential 5 GCSEs (A - C) or equivalent (Must include Maths and English) Desirable IT Qualification Experience Essential Proficiency in Microsoft Excel and other Office 365 applications, including Microsoft Teams. Must have ability to build and manage spreadsheets. Previous experience in a similar administration role. Skills and Abilities Essential Strong attention to detail and a commitment to maintaining high data quality. Excellent organisational and time management skills. Strong communication skills and the ability to collaborate effectively with team members. Person Specification Personal Attributes Essential Team player able to engage with others in own team and colleagues in the organisation and across partnerships High level of tact and diplomacy Creative thinking and positive attitude Good interpersonal skills and relationship building Reliable and flexible Car Driver Essential Qualifications Essential 5 GCSEs (A - C) or equivalent (Must include Maths and English) Desirable IT Qualification Experience Essential Proficiency in Microsoft Excel and other Office 365 applications, including Microsoft Teams. Must have ability to build and manage spreadsheets. Previous experience in a similar administration role. Skills and Abilities Essential Strong attention to detail and a commitment to maintaining high data quality. Excellent organisational and time management skills. Strong communication skills and the ability to collaborate effectively with team members. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Employer details Employer name Greater Manchester Training Hub Address 99 King Street Farnworth Bolton Greater Manchester BL4 7AX Employer's website https://www.gmthub.co.uk/ (Opens in a new tab)