Administrative Assistant

Cardiff and Vale University Health Board; Stanford Dingley; On-site; GBP 24,000 - 30,000; Full time

Job summary

East Berkshire Primary Care OOHs Ltd invites applications for an Administrative Assistant to support governance, communications and day-to-day organisation across the EBPCP Collaborative. The role involves secretarial duties, meeting coordination and maintaining records for boards, executive groups and workstreams.

The post holder will work closely with the Programme Senior Lead and partner practices to ensure clear communication, auditable governance and timely escalation.

Qualifications

• Significant administrative/secretarial experience.
• Minute taking and governance administration experience.
• Proficiency with MS Office and data handling.
• Awareness of confidentiality and data protection.

Responsibilities

• Provide administrative, secretarial and coordination support to EBPCPC, the Programme Senior Lead, the Board and workstreams.
• Manage meeting arrangements, agendas, papers, minutes, action logs and follow-up processes.
• Maintain governance records including logs, risk registers and distribution lists.
• Support preparation of board papers, progress reports and dashboards.
• Coordinate engagement events and maintain contact lists with practices and partners.

Skills

Minute taking

Governance administration

Communication

Office IT

Education

NVQ 3 level

Tools

Microsoft Word

PowerPoint

Excel

Microsoft 365

AI tools

Job description

The East Berkshire Primary Care Provider Collaborative (EBPCPC) is looking for an organised, proactive and professional Administrative Assistant to support the successful operation of a new Collaborative for Primary Care across East Berkshire., This is an excellent opportunity to join the Collaborative at the start of its journey and play a central role in supporting its governance, communication and day-to-day organisation.

Key Deliverables

• Coordinate meetings, workshops and engagement events.
• Prepare agendas, papers, minutes and action logs.
• Maintain accurate governance and programme records.
• Support communications with practices, PCNs and partners.
• Provide high‑quality administrative support to the Board, Executive Group and workstreams.
• Support establishment and maintenance of EBPCPC governance and administrative processes.
• Maintain accurate Board, Executive Group and workstream records, including action, decision, risk and conflict of interest logs.
• Coordinate meeting cycles, agendas, papers, minutes and follow‑up actions for agreed governance groups and workshops.
• Support production of programme reports, dashboards and assurance information covering delivery progress, finance, risks, issues and decisions required.
• Maintain effective communication and engagement lists for practices, PCNs, federations and wider primary care partners.
• Develop and maintain organised electronic filing systems and document management processes.
• Support preparation of the annual report and other evidence demonstrating Collaborative progress and impact.
• Contribute to efficient programme management across agreed workstreams through timely administration, tracking and escalation., The Administrative Assistant will provide dedicated administrative, secretarial, meeting coordination and programme support to enable the East Berkshire Primary Care Provider Collaborative to deliver its agreed strategic priorities, ICB MoU commitments, Board decisions, reporting requirements and work programme.

The postholder will work closely with the Programme Senior Lead, EBPCPC Board members, Provider Leads, PCNs, practices, federations, wider primary care providers, the Host Organisation and NHS Thames Valley ICB to ensure the Collaborative operates with clear communication, transparent administration and well‑maintained governance records. The role will support the establishment and maintenance of robust governance, coordinate meetings and administrative processes, support approved workstreams, maintain action logs and records, and help ensure information is organised, auditable and escalated appropriately. Key relationships for this post will include East Berkshire general practices and PCNs, federations and wider primary care providers, East Berkshire Primary Care OOHs Ltd as Host Organisation, East Berkshire community pharmacy, optometry and dental leadership, NHS Thames Valley ICB, East Berkshire neighbourhood partners and wider provider partners.

Accountability and Operating Model

• EBPCPC retains accountability for strategic direction, priorities, delivery of agreed objectives, outcomes, measures, reporting requirements and commitments.
• East Berkshire Primary Care OOHs Ltd acts as Host Organisation and employing body, providing agreed employment, HR, finance, governance administration and enabling support within approved limits.
• The postholder will work within the authority agreed by the EBPCPC Board and delegated through the Programme Senior Lead, ensuring actions, records, papers and administrative processes support agreed governance routes.
• The postholder will not commit EBPCPC, EBPC or member organisations to contracts, expenditure, workforce changes or material liabilities unless these have been approved through the relevant governance process.

Employment, Policies and Mandatory Requirements

As an employee of East Berkshire Primary Care OOHs Ltd, the postholder will be required to comply with all applicable EBPC policies, procedures and employment requirements, including HR policies, statutory and mandatory training, safeguarding, information governance, confidentiality, cyber security, health and safety, equality, diversity and inclusion, expenses, travel and any other requirements notified by the Host Organisation. The postholder must complete required training within agreed timescales and maintain compliance throughout the period of employment.

• Provide administrative, secretarial and coordination support to EBPCPC, the Programme Senior Lead, the Board and agreed workstreams.
• Manage meeting arrangements, agendas, papers, minutes, action logs and follow‑up processes for the Board, Executive Group, workstreams and workshops.
• Maintain clear governance records, including action logs, decision logs, delegation records, risk registers, conflicts of interest records and distribution lists.
• Support preparation and collation of Board and Executive Group papers, progress reports, dashboards and assurance information.
• Act as an administrative point of contact for EBPCPC, receiving and prioritising email, digital and telephone enquiries and escalating appropriately.
• Maintain effective electronic filing systems and information management processes to support transparency, auditability and efficient working.
• Support communications with practices, PCNs, federations, wider primary care providers and partners through timely updates and well‑maintained contact lists.
• Support delivery of agreed Collaborative workstreams by tracking actions, organising meetings, collating information and maintaining programme documentation.
• Collect, input and check information required for programme monitoring, performance reporting, finance tracking and assurance reporting.
• Organise and support engagement events, workshops and meetings, ensuring outputs are captured and escalated through agreed governance routes.
• Use Microsoft Office, Microsoft 365 and appropriate AI administrative tools to support efficient administration, reporting and document management.
• Provide guidance on relevant administrative processes, policies and procedures within the scope of the role.
• Carry out other appropriate delegated duties as reasonably required by the Programme Senior Lead, consistent with the postholder's accountability to the EBPCPC Board, EBPC's role as Host Organisation and the agreed governance arrangements.

Health & Safety

The post-holder will assist in promoting and maintaining their own and others' health, safety and security as defined in the practice Health & Safety Policy, the practice Health & Safety manual, and the practice Infection Control policy and published procedures. This will include:

• Using personal security systems within the workplace according to practice guidelines
• Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
• Making effective use of training to update knowledge and skills.
• Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
• Actively reporting of health and safety hazards and infection hazards immediately when recognised.
• Keeping own work areas clean, assisting in the maintenance of general standards of cleanliness consistent with the scope of the job holder's role.
• Undertaking periodic infection control training (minimum annually).
• Reporting potential risks identified.

Equality and Diversity

• Acting in a way that recognises the importance of people's rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
• Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
• Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
• Significant administrative/ secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information., Educated to NVQ 3 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience., Intermediate knowledge of IT systems, AI and Microsoft applications i.e. Word, PowerPoint, Excel etc.
• Understanding of Confidentiality and Data Protection., Clear communicator with excellent writing, data entry and presentation skills and capable of constructing and delivering clear information/ instructions to colleagues and/or service users
• Ability to work under pressure in a busy working environment and able to multi-task
• Effective team working
• Minute taking
• Ability to work without supervision
• Able to work on own initiative, organising and prioritising own and others' workloads to changing and often tight deadlines
• Demonstrates commitment to continuous personal learning and development, Clear communicator with excellent writing, data entry and presentation skills and capable of constructing and delivering clear information/ instructions to colleagues and/or service users
• Ability to work under pressure in a busy working environment and able to multi-task
• Effective team working
• Minute taking
• Ability to work without supervision
• Able to work on own initiative, organising and prioritising own and others' workloads to changing and often tight deadlines
• Demonstrates commitment to continuous personal learning and development

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.

East Berkshire Primary Care Provider Collaborative brings together general practice, PCNs, federations and wider primary care provider partners to support collaborative delivery at scale across East Berkshire. The Collaborative works with NHS Thames Valley ICB, neighbourhood partners and other system stakeholders to strengthen primary care leadership, improve coordination and support agreed transformation priorities.