Business Support Officer in Costessey

The Business Support Officer provides high quality administrative, governance and coordination support to the Senior Management Team. The role strengthens the effectiveness of the senior team by supporting meetings, documentation, tracking, and operational administration across strategic and organisational priorities. Working closely with the Business Manager, the post holder will provide proactive executive support, assist with digital and service improvement activity, support governance and compliance processes, and undertake a range of administrative and coordination duties to ensure the smooth running of the organisation.

Main Duties and Responsibilities

• Provide proactive PA and administrative support to the business manager and wider senior management team as required.
• Coordinate diaries, meetings and appointments including preparation of agendas, papers and action logs.
• Take accurate meeting notes and ensure actions are recorded, tracked and followed up.
• Draft correspondence, briefings, reports and presentations as requested.
• Act as a point of contact for internal and external stakeholders in relation to assigned workstreams.

Governance, Compliance and Quality Support

• Support the preparation and organisation of governance, compliance and audit documentation such as policies, CQC evidence and internal audits.
• Maintain document registers, review schedules and version control.
• Collate evidence packs and supporting documentation under direction.
• Ensure records are maintained securely and in line with information governance and data protection requirements.

Digital and Service Improvement Support

• Provide practical support to digital and service improvement initiatives across the practices.
• Assist with drafting staff and patient communications, guidance notes and standard operating procedures.
• Collect screenshots, usage data and supporting evidence for digital systems and projects.
• Create and manage Microsoft Forms and Microsoft Sway for internal non-patient data collection.
• Support simple task automation and workflow improvements using Microsoft Power Platform tools under guidance.
• Maintain project trackers, logs and action plans to support delivery.

Finance and Operational Administration

• Process invoices, maintain invoice logs and support timely submission for payment.
• Liaise with suppliers and contractors regarding routine administrative queries.
• Assist with collation of information for financial reporting, enhanced services and audits as directed.
• Maintain organised electronic filing systems to support operational efficiency.

General Duties

• Work flexibly across both practice sites as required.
• Maintain strict confidentiality at all times.
• Contribute positively to a culture of continuous improvement, professionalism and teamwork.
• Undertake any other duties appropriate to the role as agreed with the Business Manager.

About us

Marriott's Medical Practices is a GP partnership serving a combined population of approximately 13,000 patients across two sites in Norfolk: Taverham Surgery and Bacon Road Medical Centre. We are committed to delivering safe, effective and patient centred primary care, with a strong focus on access, continuity, quality and innovation. We provide a full range of core GP services alongside enhanced and locally commissioned services, working closely with our Primary Care Network, community services and wider NHS partners. Our multidisciplinary team includes GP Partners, salaried GPs, nurses, healthcare assistants, pharmacists, paramedics, administrative and patient services staff, supported by a robust management, governance and quality framework. Collaborative working, respect and continuous learning are central to our culture. We place strong emphasis on clinical governance, patient safety, workforce wellbeing and service improvement, using data and feedback to shape how care is delivered. Marriott's Medical Practices is actively progressing digital transformation, including the use of SystmOne, SystmConnect and digital triage and document management systems, to improve patient access, efficiency and staff experience while maintaining high information governance standards. As an employer, we aim to provide a supportive, inclusive and forward thinking working environment, promoting professional development, teamwork and high quality care for our local population.

Person Specification

Skills & Knowledge

• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and priorities effectively.
• Confident user of Microsoft Office, including Outlook, Word, Excel, PowerPoint.
• Familiarity with Microsoft Forms and Microsoft Sway.
• Familiarity with Microsoft Power Platform tools (e.g. Power Automate) or a clear ability and willingness to learn.

Personal Attributes

• Professional, calm and reliable.
• Proactive and well organised.
• Able to work independently and use initiative.
• Positive, flexible and solutions focused approach to work.

Values and Behaviours

• Commitment to patient confidentiality, safety and quality.
• Integrity, discretion and professionalism.
• Respect for colleagues, patients and stakeholders.
• A positive and adaptable approach to change.

Experience

• Experience providing administrative, PA or executive support in a busy office environment.
• Experience coordinating meetings, documentation and action tracking.
• Experience handling confidential and sensitive information appropriately.
• Experience working in NHS primary care or a healthcare environment.
• Experience supporting governance, compliance or audit processes.
• Experience supporting digital, transformation or service improvement projects.
• Basic understanding of finance or invoice processing.
• Experience developing simple workflow improvements or automations.

Qualifications

• 4 GCSEs, grade 4 to 9 or equivalent.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a submission for Disclosure to the Disclosure and Barring Service will be required to check for any previous criminal convictions.