Job Details
Job Title
Programme Office Administrator
Department
Programme Office
Directorate
Primary Care Knowsley
Reports to
Head of Operations
Accountable to
Managing Partner
Base Location
Manor Farm Surgery (Programme Office)
Hours
22.5 - 25 hours per week
Contract
Permanent
Salary
To be confirmed
DBS Requirement
Basic DBS Check
Job Purpose
The Programme Office Administrator provides comprehensive administrative support to the Primary Care Knowsley (PCK) Programme Office, ensuring the efficient day-to-day operation of the department.
Working closely with the Head of Operations and Programme Office colleagues, the postholder will provide high-quality administrative support across a range of organisational programmes, projects and operational activities. The role will coordinate meetings, manage shared inboxes, prepare professional documentation, maintain accurate records and provide administrative support to facilitate the successful delivery of organisational priorities.
The postholder will demonstrate excellent organisational skills, strong attention to detail and a proactive approach to supporting colleagues. They will be confident using Microsoft Office applications and digital systems to produce high-quality documentation, manage information and support effective communication across the organisation.
Key Duties and Responsibilities
Administrative Support
- Provide comprehensive administrative support to the Programme Office, ensuring the smooth day-to-day running of the department.
- Manage shared Programme Office email inboxes, ensuring enquiries are actioned promptly or directed to the appropriate colleague.
- Answer telephone calls and respond to enquiries in a professional, courteous and timely manner.
- Coordinate diaries, meetings, appointments and room bookings for Programme Office colleagues.
- Arrange Microsoft Teams meetings and ensure all relevant documentation is circulated in advance.
- Prepare meeting agendas, supporting papers and presentation materials.
- Attend meetings where required, taking accurate minutes and maintaining action logs.
- Monitor outstanding actions and issue reminders to support timely completion.
- Undertake general office administration including filing, scanning, photocopying and document preparation.
Document Preparation and Information Management
- Produce professional correspondence, reports, presentations, spreadsheets and other documentation using Microsoft Office applications, including Word, Excel, PowerPoint, Outlook and Teams.
- Format documents to a consistently high standard, ensuring compliance with organisational branding and document templates.
- Maintain accurate electronic filing systems, databases, trackers and administrative records to support the effective running of the Programme Office.
- Provide administrative support to Programme Office colleagues and Practice Operations Managers (POMs) in the use of Monday.com, assisting with the creation, updating and maintenance of Quality Improvement (QI) project boards, task management and progress tracking.
- Assist with the collection, collation and presentation of information for reports, meetings, audits and performance monitoring.
- Ensure all information is recorded, stored and managed accurately in accordance with Information Governance, GDPR and organisational policies.
Communication and Coordination
- Act as a professional point of contact for the Programme Office.
- Build and maintain positive working relationships with colleagues, GP practices and external stakeholders.
- Support the preparation and distribution of communications, meeting papers, newsletters, briefing documents and other organisational correspondence.
- Assist with coordinating meetings, workshops, training sessions and organisational events.
General Duties
- Provide flexible administrative support across organisational programmes and projects as required.
- Assist colleagues with a range of administrative tasks to support the efficient delivery of Programme Office activities.
- Maintain office stationery and supplies where appropriate.
- Contribute to the continuous improvement of administrative systems and processes.
- Undertake any other duties commensurate with the grade of the post as reasonably requested by the Head of Operations.
Communication and Relationship Skills
The postholder will communicate effectively with colleagues across Primary Care Knowsley, GP practice staff, external organisations and other stakeholders. They will demonstrate professionalism, excellent customer service skills and the ability to maintain confidentiality when dealing with sensitive information.
Planning and Organisational Skills
The postholder will organise and prioritise their own workload, balancing competing priorities whilst meeting agreed deadlines. They will support the coordination of meetings, events and administrative activities across the Programme Office.
Responsibility for Information Resources
The postholder will maintain accurate administrative records and documentation, ensuring information is managed securely and in accordance with Information Governance, GDPR and organisational policies.
Responsibility for Service Improvement
The postholder will contribute to the continuous improvement of administrative processes and systems, identifying opportunities to improve efficiency and supporting the implementation of new ways of working across the Programme Office.
General Responsibilities
The postholder will:
- Maintain confidentiality and comply with Information Governance, GDPR and organisational policies.
- Comply with Health and Safety legislation and organisational procedures.
- Promote equality, diversity and inclusion in all aspects of their work.
- Participate in mandatory training, appraisal and continuing professional development.
- Work flexibly to meet the needs of the Programme Office and wider organisation.
- Undertake any other duties appropriate to the grade of the post.
Person Specification
Criteria
Essential
Desirable
Qualifications
GCSE (or equivalent) in English and Mathematics (Grade C/4 or above).
Business Administration Level 3 or equivalent administrative qualification.
Experience
Experience working in a busy administrative or office environment.
Experience organising meetings, preparing agendas and taking accurate minutes.
Experience managing shared email inboxes.
Experience producing professional documents, spreadsheets and presentations.
Experience maintaining accurate electronic records and filing systems.
Experience working within the NHS, Primary Care or healthcare setting.
Experience supporting programmes, projects or service improvement initiatives.
Experience using Monday.com or similar project management software.
Knowledge
Good understanding of administrative processes and office procedures.
Knowledge of confidentiality, GDPR and Information Governance principles.
Understanding of Quality Improvement (QI) methodologies.
Knowledge of NHS structures and Primary Care services.
Skills
Excellent organisational and time management skills.
Excellent verbal and written communication skills.
Strong attention to detail.
Excellent customer service skills.
Ability to prioritise workload and work to deadlines.
Proficient in Microsoft Word, Excel, Outlook, PowerPoint and Teams.
Ability to work independently and as part of a team.
Ability to maintain confidentiality.
Ability to support colleagues in the use of digital systems.
Experience producing reports and analysing basic data using Excel.
Personal Attributes
Professional, approachable and reliable.
Flexible and adaptable.
Positive and proactive approach to work.
Commitment to continuous improvement.
Excellent interpersonal skills.
Able to work with discretion and integrity.
Interest in organisational improvement and programme support.
Pay: £12.71-£13.64 per hour
Benefits:
- Company pension
- Free flu jabs
- Free parking
- On-site parking
- Private medical insurance
Work Location: In person
