Neighbourhood Team Senior Administrator

To deliver reliable administrative support, ensuring accurate records, effective communication and smooth operational processes across clinical and office teams.

Main duties of the job

Role Accountabilities

• Administrative Support- Provides day-to-day administrative support to teams, ensuring tasks are completed accurately and on time.
• Record Management- Maintains accurate and well-organised records and information systems.
• Communication Handling- Responds to enquiries and directs communications appropriately and professionally.
• Meeting Coordination- Arrange meetings and manages diaries to support effective team working.
• Office Resources- Supports the management of office supplies and resources to maintain smooth operations

About us

PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.

We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010

Job responsibilities

Position Specific Information

In addition to the requirements of the Neighbourhood Team Lead role outlined above, the following additional details apply to this specific position.

Position- Neighbourhood Team Senior Administrator

Department/Team- Neighbourhood Team

Role- Administrator (L2)

Reports To- Community Services Admin Manager

Additional Accountabilities

• Clinical Capacity Coordination- Coordinate neighbourhood team to ensure services are delivered safely and effectively in the line with available clinical resources.
• Rota Planning and Maintenance- Manage and apply staff rotas, including annual leave and other adjustments, ensuring appropriate coverage for service and delivery.
• Visit Scheduling Oversight- Oversee scheduling of home visits to ensure workforce availability matches demand and agreed priorities.
• Supporting Safe Working- Support safe service delivery by applying agreed procedures, escalating concerns where required.
• Liaison with clinical and senior colleagues- Work closely with clinical leads and senior colleagues to align operational capacity with clinical guidance and service needs.

Person Specification Experience

• Experience of working in an administrative or office based role
• Experience of handling records, data or documentation accurately
• Experience of dealing with internal and/or external enquiries
• Experience of co-ordinating rotas and staff within a healthcare setting
• Experience of using scheduling tools
• Experience using EMIS

Skills and Knowledge

• Ability to organise and prioritise routine administrative tasks
• Understanding of confidentiality and data protection principles
• Ability to plan and adjust workloads to balance demand with resource availability
• Good IT skills, with experience using electronic systems to manage rotas and schedules
• Strong knowledge of neighbourhood management and community-based service delivery
• Professional and courteous communication style
• Ability to work effectively as part of a team
• Experience using electronic record or data management systems
• Willingness to learn and adapt to new systems and processes

Qualifications

• GCSE (or equivalent) including English and Mathematics
• NVQ Level 2 in Business Administration or equivalent
• Evidence of relevant administrative or IT training

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.

£25,000 to £27,000 a yearFTE, Depending on Experience