Administrator

Job summary As an experienced administrator your primary role will be to provideeffective office management and administrative duties to support thedevelopment and delivery of a wide range of initiatives supporting generalpractice in Derby and Derbyshire.
The role is busy, varied and important to oursuccess.
It requires working independently and developing close relationshipswith the Executive team, Board members, clinical leads and externalstakeholders, many of which are not office based.
You will support theeffective delivery of agreed projects by providing professional andcomprehensive business and administration support.Please note: We are unable to offer NHS Pensions at this time.Due to the geography of Derbyshire successful candidates will need a full, valid driving licence.
Main duties of the job Administrative Support: Manage documentation, coordinate diaries, plan multi-agency meetings, and prepare reports and presentations.Stakeholder Engagement: Serve as the primary contact for GPPB, fostering positive relationships with internal and external partners.Finance Assistance: Process invoices, payroll administration, and expenses, and support project budget monitoring.Project Coordination: Organise work schedules, compile data, and assist in project management tasks where appropriate.Continuous Improvement: Identify process improvements and enhance administrative efficiency.
About us The Derby & Derbyshire GP Provider Board (GPPB) provides a unified voice for general practice across Derbyshire within the Integrated Care System (ICS), supporting the future of general practice in delivering high-quality patient care.
We collaborate closely with the Derby & Derbyshire Local Medical Committee (LMC) and The Hub+ to strengthen healthcare services across Derbyshire.
Job description Job responsibilities Administrative dutiesUndertake general administration duties maintaining organised and up to date documentation ensuring information is saved and archived effectivelyDiary management and coordination of Executive Team where requiredCoordinate the planning and delivery of multi-agency meetings and small events taking meeting notes and producing agendas and minutesEnsure compliance with company policies and procedures along with data protection regulationsDrafting of reports and presentations as requiredManagement of a central inbox including drafting and sending correspondenceTo provide a comprehensive administration and IT support using a range of IT applications to monitor prepare and validate databases as appropriate producing accurate operational reports as appropriate for the departmentAwareness and understanding of sensitive information ensuring strict confidentiality at all timesCoordinate office space arrangements and equipment maintenance with colleagues from The Hub+ and LMCStakeholder ManagementAct as the primary point of contact for the organisation - handling enquiries professionally and directing appropriately and delivering exceptional levels of customer serviceFoster strong relationships both internally and externally with key stakeholders inline with our vision and valuesResponsible for effective communication across all boundaries using negotiation and persuasion skills to ensure the delivery of a comprehensive support serviceAct as a liaison between the administration teams across Derbyshire LMC and The HubFinanceTo be responsible for the timely processing of invoicing payroll and expenses etc - Working closely with the accountants to ensure adherence to policiesAssist in monitoring project budgetsProject SupportPlan and implement a work schedule, to ensure an efficient and timely output within all areas of responsibility in line with GPPB prioritiesCo-ordinate the timely delivery of regular and ad hoc data and information requested by the management team producing reports as requiredUndertaking any additional related project work as directed including obtaining information from the internet.
Collation and reporting of survey data in order to produce reports and spreadsheets and organising and attending promotional events in conjunction with the managersContinuous ImprovementIdentify opportunities for process improvementAssist in implementing and updating administrative processes for improved efficiencyProvide feedback and suggest improvements for all areas of responsibility and as part of the wider teamKey relationships:Internal team including Executives and GPPB Board members and Clinical LeadsPCNs and GP PracticesThe Hub and LMCNHS Foundation TrustsICB Person Specification Experience Essential Good knowledge of administrative procedures standard operating procedures, version control etc.
Experience of providing personal assistant services diary management and meeting coordination.
Previous experience working in a busy/demanding administrative role.
Desirable Understanding of financial policies and procedures.
Experience of supporting and coordinating small projects.
Personal Qualities Essential Enthusiastic and positive attitude.
Adaptable and able to respond to innovation and change.
Excellent interpersonal skills and ability to work as a team member and independently.
Commitment to continuous professional development.
Desirable An interest in supporting general practice to have an impact on patient care across Derbyshire.
Skills and Attributes Essential Demonstrate GPPB values and vision at all times.
Able to work independently and as an effective team member when under pressure whilst continuing to work to meet tight deadlines often within a complex and rapidly changing workload.
Manage delivery of a high standard of customer service and quality with the ability to communicate professionally at all levels in a helpful and courteous manner.
Excellent organisational, interpersonal, influencing, presentation and administrative skills.
Independently manage complex and rapidly changing workload within guidelines.
Ability to implement changes to working procedures, use negotiating and empathetic skills to motivate staff to accept changes in working practices.
Qualifications Essential A good standard of English to GCSE or equivalent level, and the ability to demonstrate both excellent written and verbal communication skills.
Qualification in Business Administration or equivalent knowledge and skills.
Advanced level of IT literacy with experience of using a range of IT applications, in particular Excel.
Desirable Professional secretarial / minute taking qualification.
Governance Essential To understand and adhere to the policies and procedures of GPPB contained with the Employment Contract and Staff Handbook.