Primary Healthcare Derby Ltd invites you to join a dedicated team that values every individual and strives to deliver excellent service and support. This role is ideal for an ambitious, organised professional willing to learn, love challenges and contribute to continuous improvement.
Location & Working Hours
Derby City Council House
37.5 hours per week (Monday‑Friday)
Permanent contract
Main Duties
- Support the operational manager with day‑to‑day administrative and reporting tasks, prioritising and resolving issues promptly.
- Act as a point of contact for teams and stakeholders, handling complex queries, providing information sensitively and autonomously.
- Prepare agendas, take minutes and distribute notes of meetings, including transcription of group discussions and interviews.
- Develop and maintain electronic and paper filing systems to secure and make information accessible.
- Manage the PHD email account on a daily basis.
- Arrange, confirm and organise appointments and meetings, including hospitality, venue booking and equipment.
- Work independently under pressure, prioritising activities to meet deadlines.
- Communicate effectively with staff inside and outside the organisation and recognise alternative communication needs.
- Support HR systems and enquiries in partnership with the office manager.
- Administer the Home Visiting Service, providing full coverage for annual leave periods.
- Oversee the training system, ensuring staff compliance and alert management to concerns.
- Collaborate with team members on development of new services and initiatives.
- Maintain precise, on‑time work and keep staff, PCNs and member practices updated.
- Prepare reports and presentations on activity progress for meetings and staff.
- Develop communications to keep the organisation informed of work completed and results achieved.
- Build and maintain strong relationships with key individuals such as PHD staff, PCN clinical directors and managers.
- Provide reports and documentation suitable for managers and senior managers.
- Support induction of new recruits, including arranging IT equipment, SystmOne training and system access.
- Play an active role in preparation for CQC inspections.
- Be willing and open to learning, questioning norms and striving for continuous improvement.
About Us
Primary Healthcare Derby is a collaborative entity established by the General Practices in Derby to provide scale General Practice and Primary Care models. We deliver a range of services on behalf of two Primary Care Networks and work closely with GPs, PCNs and system partners to improve primary care pathways, enhance community services, and facilitate high‑impact, scalable care.
Qualifications
- GCSE grade C or above, including English Language and Mathematics.
- Administration‑related formal training or qualification.
Other Requirements
- Ability to work without supervision, using own initiative and prioritising own and others’ workloads under tight deadlines.
- Relevant experience or a demonstrable appetite for development work in a healthcare administrative environment.
- Ability to work under pressure, using own initiative.
- Adherence to and understanding of confidentiality.
- Excellent attendance and punctuality record.
- Responsibility for own work area, seeking guidance when appropriate.
- Demonstrable commitment to professional and personal development.
- Willingness to undertake additional training relevant to the role.
- Knowledge of PCNs and collaborative working.
- Knowledge of Primary Care.
Communication Skills
- Clear communication with excellent writing, data entry and presentation skills; capable of constructing and delivering clear information/ instructions to staff and service users.
- Excellent organisational and time‑management skills.
- Ability to communicate well with a range of people.
- Good communicator with excellent writing, report writing and presentation skills; capable of constructing and delivering clear ideas and concepts concisely and accurately for diverse audiences.
Values & Behaviours
- Consistently think about how their work can help and support clinicians and frontline staff deliver better outcomes for patients.
- Friendly and approachable nature.
Experience
- Administrative/secretarial experience, including initiating and maintaining office systems.
- Proficiency in Microsoft Office applications – Word, Excel, PowerPoint.
- Experience of successfully meeting deadlines in an environment with multiple and competing demands.
- Experience of delivering a range of administrative tasks to a high and accurate standard.
- Experience of working in a primary care setting.
- Knowledge of SystmOne.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and requires a submission for Disclosure to the Disclosure and Barring Service (formerly CRB) to check for any previous criminal convictions.
