JOB TITLE: Project Administrator
REPORTS TO: Senior Project Manager, supported with training by all TPC Project Managers
ACCOUNTABLE TO: TPC Chief Executive Officer
HOURS: 37.5 hours per week - Permanent
SALARY: £24,852.66 per annum
(Note: TPC is not an Agenda for Change employer, but does offer the NHS Pension)
JOB SUMMARY
To provide high-quality administrative support to the West Yorkshire Primary Care Workforce & Training Hub, and other services hosted by Trust Primary Care Ltd. The role will be primarily based in Bradford, but you may have meetings across the West Yorkshire region if required, with potential for some remote working.
Trust Primary Care Ltd (TPC) is a member organisation supporting and working together with 16 GP practices to deliver effective primary care services at scale. The role will support these various services run by the Federation, including specific project work, and standing administrative responsibilities for a range of projects. The ideal candidate will assist the operational team in maintaining robust processes and ensure compliance with relevant procedures and policies.
As part of our growing Operational Team, the role will deliver the key objectives of TPC supporting and strengthening General Practice, providing at scale Primary Care services and being a voice of Primary Care in multi-agency working.
DUTIES/RESPONSIBILITIES
General Overview
- Support the project managers across allocated programmes and services ensuring processes, programmes and service information packs, guidance and associated documentation are accurate, current and relevant.
- Be the first point of contact for allocated programmes and services, responding to enquiries via phone and email, and appropriately signposting or escalating queries where required.
- Take responsibility for maintaining accurate and up-to-date records and supporting the completion of reports for ICBs, ICSs, national governing bodies and other external stakeholders, working alongside project managers and programme/service clinical leads as required
- Maintain programme trackers, action logs and any relevant spreadsheets to ensure deadlines and actions are monitored and escalated where required.
- Maintain accurate and appropriate records for each programme and service, including information relating to General Practices, PCNs, individuals and other relevant stakeholders
- Work closely with project managers to coordinate relevant administrative tasks, actions and associated activities to ensure all programmes and services are coordinated effectively and run smoothly.
- Liaise with external stakeholders including national governing bodies, ICBs, training providers, facilitators and other relevant organisations.
- Engage with General Practices and provide accurate and timely information to support workforce, education & training needs.
- Work collaboratively with other team members to provide effective cross-cover for the administration of programmes and services, as required.
- Coordinate training sessions, workshop and events, including bookings, venues, facilitators, attendance and associated administration.
- Attend and support external meetings, Connect Days, workshops, events and other activities as required.
- Support the coordination of meetings, including arranging meetings, preparing documentation, taking minutes and maintaining action logs, where required.
- Contribute to the development and review of SOPs, templates, guidance, website updates and administrative processes, identifying opportunities to improve efficiency and consistency.
Confidentiality
Employees entrust us with, or allow us to gather, sensitive information in relation to their employment and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately. In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients and their carers, TPC staff and other healthcare workers. They may also have access to information relating to TPC as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of collaborating organisations may only be divulged to authorised persons in accordance with TPC’s policies and procedures relating to confidentiality and the protection of personal and sensitive data.
Health & Safety
The post-holder will implement and lead on the full range of promotion and management of their own and others’ health, safety and security as defined in TPC’s health & safety policy, health & safety manual, and infection control policy and published procedures. This will include (but will not be limited to):
- Ensure they adhere to their individual responsibilities for infection control and health and safety.
- Maintain an up-to-date knowledge of health and safety and infection control statutory and best practice guidelines.
- Using personal security systems within the workplace according to TPC guidelines.
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks across the business.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way free from hazards, and initiation of remedial/corrective action where needed.
- Actively identifying, reporting, and correction of health and safety hazards and infection hazards immediately when recognised.
- Keeping own work areas and general/patient areas generally clean, identifying issues and hazards/risks in relation to other work areas within the business, and assuming responsibility in the maintenance of general standards of cleanliness across the organisation.
- Undertaking periodic infection control training (minimum annually).
- Routine management of own team/team areas, and maintenance of workspace standards.
- Demonstrate due regard for safeguarding and promoting the welfare of children.
Equality and Diversity
The post-holder will support the equality, diversity and rights of patients, carers, and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with TPC procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers, and colleagues.
- Behaving in a manner that is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings, priorities, and rights.
Personal/professional development
The post-holder will participate in any training programme implemented by TPC as part of this employment, such training, and responsibilities to include:
- To be responsible for the self-development of skills and competencies through participation in training and development activities and maintain up to date technical and professional knowledge relevant to the post.
- To undertake any identified training and development related to the post and undertake statutory and mandatory training as deemed appropriate by TPC.
- Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
Quality
The post-holder will strive to maintain quality within TPC, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patients’ needs.
- Effectively manage own time, workload, and resources.
Communication
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise people’s needs for alternative methods of communication and respond accordingly.
Contribution to the implementation of services
The post-holder will:
- Apply TPC’s policies, standards, and guidance.
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
Development
The post-holder will engage and participate in any opportunities arising within the development and expansion of the organisation.
Flexibility
This job description is not intended to be exhaustive. The post-holder will be expected to adopt a flexible attitude towards the duties outlined which may be subject to amendment at any time in line with the needs of the organisation. The post holder may be required to fulfil other duties, as agreed with their line managers, to meet the needs of the organisation. This will involve travel to other sites within the organisation.
Person Specification:
(Application form) A (Interview) I
Qualifications
Essential:
- GCSE grade A to C (or equivalent) in English and Maths.
Desirable:
- A-level qualifications or equivalent.
A
Knowledge
Essential:
- Knowledge of administrative procedures.
A
Skills
Essential:
- Ability to prioritise workload effectively.
- Ability to use Microsoft Office (Word, PowerPoint, Excel).
- Ability to work with minimal supervision.
- Able to set up/manage effective document management systems.
- Excellent organisational and administrative skills.
Desirable:
- RSA Level 1.
- Experience working in a health or social care setting.
- Problem solving skills.
A/I
Experience
Essential:
- Ability to analyse information, formulating this into reports.
- Problem solving and respond to sudden unexpected demands.
- Organise workload with minimal supervision working to tight and changing timescales.
- Ability to plan, manage, monitor, and deliver activities to a time and agreed specification.
Desirable:
- Ability to influence and negotiate.
- Knowledge of primary health care.
- Previous Administrator with experience of working in a busy office environment.
A/I
Communication Skills
Essential:
- Excellent communication, and interpersonal skills.
- Experience of, and ability to, present and produce clear, accurate and concise minutes, action points and reports.
- Ability to communicate effectively with a wide range of stakeholders.
- Excellent written and verbal communications.
Desirable:
A/I
Other
Essential:
- Adaptable, flexible, and innovative approach to work.
- Acts in ways that support equality, diversity, and inclusion, including treating people with dignity and respect.
- Appreciate the need for confidentiality and discretion.
- Committed to accuracy and efficiency.
I
Personal Qualities/ Behavioural Attributes
Essential:
- Deliver the highest standards and quality outcomes possible.
- Build positive working relationships, respecting and valuing others, being helpful and inclusive.
Desirable:
- Joint working with others, e.g., practices, colleagues in the delivery of high-quality healthcare and training.
I
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Job Type: Full-time
Pay: £24,852.66 per year
Benefits:
- Company pension
- Free parking
- On-site parking
- Sick pay
Work Location: In person
