Job summary Are you looking to contribute your skills in a dynamic and supportive environment? A fantastic opportunity to join our Corporate, Governance team and be a part of the overall vision of Coventry & Rugby GP Alliance has become available, and we are currently seeking a driven and dedicated individual to fill the role of Governance Administrator and Office Manager. Our Governance Administrator plays a vital role as part of a busy team. In this position, you will support us with achieving our goals, while also contributing to the overall success of our organisation. This role will primarily involve providing administrative support to the Governance Management team ensuring the efficient operation of Board and Committee meetings,, quality improvement initiatives, and compliance activities. At Coventry and Rugby GP Alliance, we pride ourselves on fostering a culture of innovation, growth, and continuous learning. As a member of our team, youll have the opportunity to work alongside talented professionals who are committed to delivering excellence and driving positive change within our industry. We are committed to creating a supportive and rewarding work environment for all our employees. If youre excited by the prospect of tackling new challenges, collaborating with a dynamic team, and helping shape the future of our organisation, we would love to hear from you Apply today and take the first step toward an exciting new chapter in your career. Main duties of the job This position offers an excellent opportunity for someone with strong administrative skills and an interest in developing a career in healthcare quality and compliance. In your role as Governance Administrator and Office Manager, your key responsibilities are: 1. Documentation Management: 2. Meeting Support: 3. Compliance Tracking: 4. Quality Improvement Assistance: 5. Communication and Coordination: 6. Office Management About us Coventry & Rugby GP Alliance (CRGPA) Coventry & Rugby GP Alliance is a private company limited by shares, wholly owned by local Coventry and Rugby GP practices. As a GP led organisation, we represent 54 GP practice shareholders and deliver services across all of Coventry and Warwickshire. We pride ourselves on fostering a culture of innovation, growth, and continuous learning. We take pride in offering a robust range of benefits to support our employees, including: - Annual Leave : Enjoy 27 days of annual leave for full-time employees, in addition to bank holidays. - Sick Pay : Our enhanced sick pay policy ensures you are supported during times of illness. - Pension Scheme : Access to the NHS pension scheme to secure your financial future. - Enhanced Maternity Leave : We provide generous maternity leave to support new parents. - Paternity Leave : We also offer paternity leave to allow new fathers to bond with their new born. - Blue Light Discounts : Take advantage of exclusive discounts available for our staff. After probation you can make a expense claim for the price of your blue light discount card and receive full reimbursement - Employee Assistance Network: Access support through our employee advice network for personal and professional challenges 365 days a year 24/7. - Date posted 24 February 2025 Pay scheme Other Salary £26,375 a year Contract Permanent Working pattern Full-time Reference number E0046-25-0016 Job locations 1 The Boiler House, Electric Wharf Sandy Lane Coventry CV1 4JU Job description Job responsibilities JOB PURPOSE We are currently seeking a detail-oriented and organized individual to join our team as a Governance Administrator and Office Manager with a focus on supporting clinical and corporate governance functions. This role will primarily involve providing administrative support to the Governance Management team ensuring the efficient operation of Board and Committee meetings,, quality improvement initiatives, and compliance activities. This position offers an excellent opportunity for someone with strong administrative skills and an interest in developing a career in healthcare quality and compliance. KEY RESPONSIBILITIES In your role as Governance Administrator and Office Manager, your key responsibilities are Documentation Management Maintain accurate and up-to-date records of clinical governance documents, policies, and procedures. Work with and support with administering systems such as PolicyStat, Datix and Bluestream. Assist the Governance Management team in organising and archiving meeting minutes, reports, and other governance-related materials. Meeting Support Coordinate logistics for meetings, including scheduling, room bookings, and agenda preparation. Attend meetings to record accurate minutes, track action items, and provide administrative support as needed. Assist in following up on action items and ensuring timely completion of tasks with all involved. Compliance Tracking Monitor compliance with regulatory requirements, accreditation standards, and organisational policies related to clinical governance. Assist in maintaining compliance calendars, tracking deadlines, and coordinating compliance activities. Support the preparation of audit materials and documentation for regulatory inspections, including liaising with individuals to ensure adherence to the audit schedule. Quality Improvement Assistance: Help coordinate quality improvement activities, including patient engagement and feedback, and CQC preparations and outcomes. Support the dissemination of best practice and educational resources to clinical staff. Communication and Coordination Facilitate communication channels for sharing governance updates, meeting schedules, and important announcements. Respond to enquiries and requests for information in a timely and professional manner. 6. Office Management Maintain office efficiency by maintaining appearance of common areas, organising procedures, handling correspondence including telephone calls, managing filing systems, and overseeing supplies and equipment. Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting. Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, maintaining filing system, mailing and shipping packages, and updating contact database. Oversee and maintain an asset log of office equipment for uninterrupted function, identify and fulfil office supply needs, maintain, and manage suppliers/contractors. Manage all aspects of the offices space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested. Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character. This is not an exhaustive list and other duties may be require Job description Job responsibilities JOB PURPOSE We are currently seeking a detail-oriented and organized individual to join our team as a Governance Administrator and Office Manager with a focus on supporting clinical and corporate governance functions. This role will primarily involve providing administrative support to the Governance Management team ensuring the efficient operation of Board and Committee meetings,, quality improvement initiatives, and compliance activities. This position offers an excellent opportunity for someone with strong administrative skills and an interest in developing a career in healthcare quality and compliance. KEY RESPONSIBILITIES In your role as Governance Administrator and Office Manager, your key responsibilities are Documentation Management Maintain accurate and up-to-date records of clinical governance documents, policies, and procedures. Work with and support with administering systems such as PolicyStat, Datix and Bluestream. Assist the Governance Management team in organising and archiving meeting minutes, reports, and other governance-related materials. Meeting Support Coordinate logistics for meetings, including scheduling, room bookings, and agenda preparation. Attend meetings to record accurate minutes, track action items, and provide administrative support as needed. Assist in following up on action items and ensuring timely completion of tasks with all involved. Compliance Tracking Monitor compliance with regulatory requirements, accreditation standards, and organisational policies related to clinical governance. Assist in maintaining compliance calendars, tracking deadlines, and coordinating compliance activities. Support the preparation of audit materials and documentation for regulatory inspections, including liaising with individuals to ensure adherence to the audit schedule. Quality Improvement Assistance: Help coordinate quality improvement activities, including patient engagement and feedback, and CQC preparations and outcomes. Support the dissemination of best practice and educational resources to clinical staff. Communication and Coordination Facilitate communication channels for sharing governance updates, meeting schedules, and important announcements. Respond to enquiries and requests for information in a timely and professional manner. 6. Office Management Maintain office efficiency by maintaining appearance of common areas, organising procedures, handling correspondence including telephone calls, managing filing systems, and overseeing supplies and equipment. Oversee the day-to-day activities of the office as the main point of contact in the reception area, keeping management informed of performance with routine and requested reporting. Provide direct administrative supports as needed, including scheduling appointments, meetings, and events, maintaining filing system, mailing and shipping packages, and updating contact database. Oversee and maintain an asset log of office equipment for uninterrupted function, identify and fulfil office supply needs, maintain, and manage suppliers/contractors. Manage all aspects of the offices space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested. Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character. This is not an exhaustive list and other duties may be require Person Specification Experience Essential PC literate with competency in Microsoft office applications Customer service experience Previous administration experience Experience of Diary Management Desirable Equipment procurement experience Purchasing and ordering experience Previous experience of governance roles Qualifications Essential Good standard of English, at least GCSE at a higher grade or Equivalent. Numerate and able to work with data at least GCSE maths at a higher grade or equivalent. Desirable NVQ or equivalent in Administration Person Specification Experience Essential PC literate with competency in Microsoft office applications Customer service experience Previous administration experience Experience of Diary Management Desirable Equipment procurement experience Purchasing and ordering experience Previous experience of governance roles Qualifications Essential Good standard of English, at least GCSE at a higher grade or Equivalent. Numerate and able to work with data at least GCSE maths at a higher grade or equivalent. Desirable NVQ or equivalent in Administration 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 Coventry And Rugby GP Alliance Address 1 The Boiler House, Electric Wharf Sandy Lane Coventry CV1 4JU Employer's website https://www.coventryrugbygpalliance.nhs.uk/ (Opens in a new tab)