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
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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:
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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.
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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
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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.
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Management responsibilities
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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:
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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
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Signature
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Date
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Manager Name
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Signature
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Date
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Director Name
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Signature
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Date
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Knowledge
IT literacy – use of MS Office applications and electronic databases
Organising meetings and/or events
Minute taking
Knowledge of health sector - desirable
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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
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Interview
Application
Form
Person Specification
Administrator
Assessment
PERSON SPECIFICATION
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