Transformation & Blinx Administrator

NHS; City Of London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent healthcare organization in London is seeking an experienced administrator to support the Transformation Team. The ideal candidate will manage multiple priorities, provide clerical support for meetings, and communicate effectively with stakeholders. You will organize patient engagement events and maintain accurate records while working in a fast-paced environment. The role requires proven experience in administration and strong IT skills.

Qualifications

• Proven experience in an administrative role, supporting senior managers.
• Experience in organizing meetings and events with clear agendas.
• Ability to manage competing priorities and work under tight deadlines.

Responsibilities

• Provide administrative support to transformation projects and clinical teams.
• Organize patient engagement events and manage logistics.
• Produce staff and patient communication materials.

Skills

Proactive

Strong IT skills

Organizational skills

Interpersonal skills

Communication skills

Education

GCSE Passes at grade C/6 or above

IT systems certification or equivalent

Tools

Microsoft Office

Canva

Eventbrite

Job description

Thisrole provides vital communications and administrative support to the Transformation Team, Blinx project, Primary Care Networks (PCNs), and threeNeighbourhoods. The postholder will be personable, engaging, and proactive,with the ability to build strong relationships with staff, patients, andexternal partners.

Main duties of the job

Thesuccessful candidate will have experience working with senior stakeholders,through high-quality administrative processes, effective communication, andcollaborative problem-solving. They will have a key role in deliveringcommunity and patient-facing events, and supporting complex projects whilstmanaging multiple priorities in a fast-paced environment.

About us

The Confederation, HillingdonCIC works with General Practice and other healthcare providers to deliver itsvision for Hillingdon to deliver the best primary care outcomes for patientsin the whole of London. We are a not for profit community interestcompany. The Confederation works to develop and support individual GPpractices, PCNs and Neighbourhoods and their changing needs. We deliverexcellent clinical services ourselves both at scale and complementary toGeneral Practice. We are the provider representative voice for localGeneral Practice into the wider NHS and other Partners. We are of theNHS but independent, innovative and transformational.

The Confederation determinesto develop as an attractive place to work, providing rewarding roles andopportunities to grow in order to attract and retain great staff that in turndelivers our vision.

Our Values

• We work together to make a difference for patients
• We care enough to go the extra mile
• We support, trust, and empower
• We sincerely value each other
• We support primary care to own its destiny

Job responsibilities

Transformation

• Collate performance updates from teammembers for Board and PCN reporting.
• Liaise with external providers (e.g.,PCIT, Blinx) and clinical teams across North West London.
• Manage and maintain team equipment,engagement materials, and clinical tools.
• Support meeting logistics, including ITset-up, documentation preparation, and visitor hosting.
• Oversee the team inbox, responding torequests, patient queries, and meeting management in a timely manner.
• Provide clerical support for meetings,including agendas, minutes, action logs, and risk registers.
• Support onboarding of new team members,ensuring access to IT systems and introductions.
• Undertake diary management, prioritisingappointments appropriately.
• Recognise limitations and elevate issues to the appropriate colleagues when necessary.
• Support the Research team with ad-hocadministration if required.
• Support senior staff with reporting,project documentation and ongoing evaluation

PrimaryCare Networks

• Support Clinical Directors, PCNManagers, and senior leads by preparing meeting papers, invites, roombookings, and reports.
• Collate and circulate documents,take accurate minutes, and follow up on actions.
• Act as first point of contact forqueries and communications, ensuring efficient information flow.
• Maintain secure, accurate recordsin line with GDPR and data security requirements.
• Support the development of bestpractice administrative processes, sharing templates and tools acrossPCNs.
• Assist in maintaining clear andeffective communication channels across PCNs.

Neighbourhoods

• Prepare and produce meetingdocumentation for the Neighbourhood Steering Board.
• Work effectively with seniorstakeholders and board members.
• Support the development andimplementation of Neighbourhood working.
• Design and maintain accuratedatabases and records as required.

Projects

• Provide administrative support toproject leads, ensuring documentation and plans are up to date.
• Analyse and present complex datafor internal and external stakeholders.
• Contribute to the corporate Healthand Wellbeing Team.
• Manage and update Agilio pages.

BlinxImplementation & Support

• Identify and produce case studies todemonstrate effectiveness and efficiency.
• Prepare and produce meetingdocumentation for the Blinx Steering Group.
• Attend weekly planning meetings, collatingrelevant updates and chasing actions.
• Advocate for Blinx, showcasing itsbenefits to practices and clinical services and be a super user tosupport with practice and patient queries.
• Manage project inbox and liaisingwith Blinx team and key staff to progress implementation and ensurecontinuous improvement in service provision.
• Documentation management, filingand archiving.
• Support with the production anddesign of communication materials for internal and externalstaff/stakeholders.
• Plan, arrange and support withtraining sessions for staff across corporate and clinical teams.

Events& Engagement

• Organise patient engagement events,including producing and printing materials, attendee lists, Eventbritemanagement, venue liaison, and on-site support.
• Build and maintain relationshipswith voluntary and community sector organisations (e.g., communitycentres, faith groups).
• Manage equipment requests and stockfor community engagement activities.
• Maintain and update theborough-wide events calendar, coordinating with internal and externalstakeholders.
• Provide clerical support forevents, following event briefs and risk assessment procedures.
• Take a solution-focused approach toissues, escalating and reporting incidents appropriately.
• Type up patient data with highaccuracy
• Act as a key link with the BusinessAdmin Team for corporate events such as staff conferences, AGMs, and awaydays.
• Empower patients and support thereduction of health inequalities across Hillingdon

Communications

• Produce engaging staff andpatient-facing materials (articles, posters, leaflets, event descriptions)in line with communication plans and style guidance.
• Create and manage Eventbritelistings, responding to queries and tracking attendance.
• Maintain and update distributionlists, ensuring effective circulation of key communications.
• Respond to queries and complaints,escalating where necessary.

Person Specification

Qualifications

• GCSE Passes at grade C/6 or above or equivalent (Maths and English at a minimum)
• Business administration, office administration or IT systems certification or equivalent

Experience

• Proven experience in an administrative or coordinator role, supporting senior managers or teams
• Experience of organising meetings and events, including preparation of agenda, papers, minutes and follow-up actions.
• Demonstrated ability to manage competing priorities and work to tight deadlines in a fast-paced environment
• Experience producing internal and external-facing communications
• Experience handling confidential and sensitive information appropriately
• Experience dealing with customer/patient queries, comments and complaints
• Experience of working in healthcare, NHS or voluntary/community sector settings
• Experience supporting project delivery, monitoring and reporting
• Experience in patient or community engagement

Technical Skills

• Strong IT skills, including confidence with Microsoft Office (particularly Word, Excel, Outlook and Powerpoint) and virtual meeting platforms
• Ability to pull data from dashboards and spreadsheets to inform reports and presentations
• Ability to take clear, accurate minutes and maintain action logs
• Competent in managing shared inboxes, scheduling and diary management.
• Understanding of GDPR, data protection and confidentially requirements
• Ability to troubleshoot and configure IT equipment/software at a basic level
• Familiarity with NHS systems, PCNs, or primary care settings
• Experience using design and communication tools (e.g. Canva, Eventbrite and Forms)
• Knowledge of project management tools and methodologies

Personal Qualities

• Proactive, solution-focused and adaptable
• Highly organised with strong attention to detail
• Resilient and able to work under pressure
• Professional, approachable and confident with dealing with stakeholders
• Strong interpersonal skills with the ability to build rapport with staff, patients and external stakeholders
• Commitment to equality, diversity and inclusion
• Willingness to travel across the borough as required

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.