Senior Administrator

Principal Duties and Responsibilities Coordination of meetings and events Arrange meetings, prepare and send MS Teams invites ensuring attendees and venues are appropriately booked and confirmed as required Draft agendas, review action logs and prepare papers, applying house style where necessary for meetings and ensure circulation to members within agreed timescales Attend internal and external meetings to To record the meeting using MS Teams To create minutes in a brief but clear way giving an accurate account of the meeting To ensure that the language is clear, and in the main impersonal To take note of actions given by the chair, and highlight actions noted and heard in the meeting in the Action Log To prepare a draft version of the minutes for the chair of the meeting To refresh the action log to reflect activity, closures and new actions When approved by the chair to share minutes and action log with attendees within agreed timescales (usually 5 days). Produce weekly meeting planner and manage calendars to best effect When in-house to prepare BHCIC meeting room, or other site, for meetings and events, ensuring adequate seating, refreshments and IT resources are ready Maintain actions logs and monitor partner agency actions arising from the various meetings, to ensure they are completed on time Team administration Provide external organisations with a professional and effective point of contact for the team. Conduct efficient and effective diary management for members of the team. Work with the Operations Administrator to provide general administrative support (both ad hoc and regular requests) setting standards of effective practice and bringing people together to promote a collaborative approach.
Manage the BHCIC mailbox/Quality mailbox, ensuring correspondence and queries are answered or passed on to the relevant teams. Handle internal requests for information and data Coordinate and maintain accurate records of papers and electronic correspondence on behalf of the team. Maintain efficient electronic filing systems using agreed naming conventions. Resolve administrative problems and enquiries e.g.
through own knowledge and use of relevant search engines/website research in conjunction with colleagues Prepare and modify documents including correspondence, reports, newsletters, presentations, drafts, memos and emails (using SharePoint, Microsoft Office, PowerPoint, Canva, databases and spreadsheets) General clerical duties including filing, mailing, photocopying and shredding Maintain stationery and other office supplies and coordinate maintenance of office equipment including recycling where possible Open, sort and distribute incoming correspondence, in hard or soft copy, ensuring correspondence and queries are answered or passed on to the relevant teams Act discreetly, ensuring confidential matters are appropriately managed. Receive, welcome and direct visitors when in our offices Answer, screen and transfer inbound calls Other activities Support colleagues to ensure work is equitably shared amongst the team Support ad hoc projects as required Contribute ideas and suggestions to ensure we continually improve what we do Review own work practices and where appropriate putting forward proposals for change Offering administrative assistance to practices when needed Quality Improvement in Primary Care Contract Act as the lead contact for the Quality Improvement in Primary Care contract. Work closely with the Clinical Lead for Quality Improvement to ensure the delivery of comprehensive and relevant sessions. Plan and organise Quality Development events for the Quality Leads at the practices (4 per year) Liaise with speakers and delegates and ensure they have all necessary information and resources in advance of the event.
Work with the GP practices (38) and ensure they complete all agreed tasks within the timeframes identified. Manage the Quality mailbox, ensuring prompt responses or necessary actions are taken. Maintain and update the Quality tracker tool Add relevant documentation and resources following each event to the BHCIC website for practice use. Produce and circulate certificates of attendance following each event Organise Practice Support Team visits, providing additional support on visits when necessary.
Ensure that all work carried out ensures that the agreed KPIs are met. Governance Support the Head of Clinical Services and Governance and Governance Manager with actions following receipt of alerts to the BHCIC mailbox, notifying relevant teams, recording on SharePoint, using trackers and following up responses in a timely manner. This list of key responsibilities is not exhaustive, and the post holder may be required to undertake other relevant and appropriate duties as reasonably required.