Team administrator
Job Description Job Title: Team Administrator Location: London – 36 hours per week (Fixed term contract 9-12 months) Reports To: Senior Programme Manager (Pharmacy and Dental) Date Prepared: May 2015 Purpose To provide comprehensive administrative support to the Primary Care Contracting (PCC) team, including: o proactively and jointly managing the team admin workload and diary o maintaining the team’s electronic filing systems o proactively making arrangements for meetings, including sourcing venues o assisting in maintaining accurate financial expenditure records o where required, managing diaries of senior team members To take accurate minutes at meetings and to draft basic briefings Nature and Scope The Primary Care Contracting (PCC) team manages and supports the negotiations between NHS Employers and the organisations representing primary care contractors. In particular the PCC team is responsible for conducting negotiations on the General Medical Services (GMS) contract, the community pharmacy contractual framework and General Dental Services (GDS) in accordance with agreed mandates from NHS England. The team is geographically split between London and Leeds. Reporting to the Senior Programme Manager (Pharmacy and Dental), the post holder will work jointly with the other team administrator to provide a full range of administrative support across the team, such as: o o o o o o o o organising meetings taking notes and minutes of meetings diary management maintaining the electronic filing system making travel and/or accommodation arrangements processing invoices and team expenses updating and maintaining the website preparing first drafts of basic briefings, papers and communications (and undertaking any necessary research). They will also act as a first point of contact for incoming queries. The post holder will work jointly with the team’s other administrator, ensuring that together the administrative support in the team works seamlessly. The post holder will also be required to work closely with senior members of the team. 1 Team Structure Assistant Director Primary Care Contracting Senior Programme Manager Pharmacy / Dental Senior Policy Officer Pharmacy / Dental Senior Programme Manager GMS finance Senior Policy Officer GMS finance Senior Programme Manager GMS clinical Senior Policy Officer GMS clinical Team Admin Team Admin Specific duties To communicate with internal colleagues and external stakeholders at all levels to ensure that meetings are arranged and organised effectively. To take accurate notes at complex and politically sensitive meetings and draft minutes accordingly to ensure that good and complete records are kept and that actions are followed up. To support the team by undertaking research and preparing first drafts of basic briefings, papers and communications. To support the project management arrangements and processes such as creating and updating work / action plans. To arrange and organise meetings, including booking venues, preparing agendas and sending out papers to ensure that all meetings run smoothly. To proactively manage the team admin diary, including organising and printing papers for meetings. As required, to proactively manage the diary of senior team members when out of the office or on annual leave. To provide general administrative support, including coordinating travel and accommodation arrangements, ensuring best value. To use initiative in taking forward work. To have a willingness to undertake any administrative tasks required to support the team. 2 Management responsibilities To maintain electronic filing trackers, ensuring that a clear audit trail is kept of negotiations and all relevant correspondence. To raise purchase orders and assist in processing invoices in line with organisational policies. To assist colleagues in maintaining the relevant sections of the team’s web pages to ensure that the content is up to date. Office-based role but must be able to travel with reasonable notice and work flexible hours where necessary. Knowledge Skills and Experience The post holder should be able to demonstrate: a degree level or equivalent a good working knowledge and experience of using MS Office and the internet strong organisational skills and experience of organising meetings excellent written and verbal communication skills good interpersonal skills in order to build strong working relationships with a wide range of stakeholders an ability to work under pressure with changing and sometimes conflicting priorities. Health and Safety at Work Act The jobholder is required to take reasonable care for the safety and health of themselves and others who may be affected by their acts; and to co-ordinate with management in the promotion and maintenance of health and safety measures. Signatures Jobholder Name ………………………………………………………. Signature ………………………………………………………. Date …………………………………………………..…… Manager Name ……………………………………………………….. Signature …………………………………………………….…. Date ……………………………………………………..… Director Name ……………………………………………………….. Signature ……………………………………………………….. Date ……………………………………………………….. 3 Knowledge IT literacy – use of MS Office applications and electronic databases Organising meetings and/or events Minute taking Knowledge of health sector - desirable Experience Experience of research and information gathering - desirable Working in an office environment Administrative experience Ability & Skills Good literacy and numeracy Confidence in dealing with people at all levels including senior executives and clinicians Excellent verbal and written communication skills Attention to detail Ability to use own initiative and work with minimum supervision Ability to work under pressure, prioritise and meet deadlines Good organisational and time management skills Flexible in approach and able to respond to change Strong team worker, reliable and hardworking Other Must be able to travel with reasonable notice and work flexible hours where necessary 4 Interview Application Form Person Specification Administrator Assessment PERSON SPECIFICATION
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