Administrator and Personal Assistant in Hereford

NHSE Training Hubs lead on innovative approaches to training and development for Primary Care. We support frontline staff to deliver safe and caring services for patients, working across Herefordshire and Worcestershire and linking with PCNs and practices to offer workforce planning, staff development and training for all staff. We are commissioned by the NHS via NHSE.

Main duties of the job

• Supporting the Senior Management Team and Educators in the Training Hub team with administrative functions, including minute taking, responding to email and telephone queries, data collation, and diary management.
• Co‑ordinating and arranging a variety of events such as school and college careers days, educational events and award events.
• Developing own ideas, either leading, with support or as part of a team.
• Providing administrative support to educators with CPD accreditation and course development.
• Leading on updates to the website, newsletters and other communications.
• Supporting data collection for a variety of reporting metrics for NHSE/ICB and other commissioning bodies, especially workforce metrics.
• Ensuring the effective deployment of senior team time, including diary management, correspondence, arranging meetings and events, and preparing agendas and meeting papers.
• Liaising with a wide range of internal and external stakeholders.

About us

Taurus Healthcare was established in 2012 as the provider arm of the GP Federation serving 185,000 patients in Herefordshire. Founded and owned by the partners of the entire Herefordshire Primary Care community, Taurus focuses on delivering excellent out‑of‑hospital services close to patients’ homes while ensuring timely and effective inpatient care when required. We strive to create a diverse, inclusive workplace and welcome applications from all backgrounds, including Military Veterans and families of serving personnel.

Employee benefits

• Access to a generous NHS pension scheme with 23.78% employer contribution.
• 33 to 38 days annual leave entitlement, inclusive of bank holidays, depending on service (pro rata for part‑time staff).
• Access to an extensive Employee Benefits Programme (Vivup), offering: 24/7 access to counselling services, a salary sacrifice scheme for cars and bikes, a wide range of discounts from national retailers, and the Blue Light discount scheme.

Due to current licence limitations, visa sponsorship is not available for this position. Applicants must already hold the right to work in the UK.

Job responsibilities

• Supporting the Senior Management Team and Educators with minute taking, telephone queries, and data collation.
• Ensuring effective deployment of senior team time, including diary management, correspondence, meeting arrangements, agendas, and minute taking.
• Supporting data collection for reporting metrics for HEE, NHSE/I and other commissioning bodies, especially workforce metrics.
• Co‑ordinating and arranging events such as schools and colleges careers days, educational events, and award events.
• Liaising with staff both internally and externally.

KEY RELATIONSHIPS

Internal

• Training Hub staff core team and educators
• Business and Project Development Manager
• IT team
• Business Intelligence team
• Finance team
• Quality team
• Director of Nursing and Quality
• Communications team
• HR team

External

• General Practice
• Primary care partners such as PCNs and other federations
• ICB
• Universities in Worcestershire, Wolverhampton and Birmingham City
• Training providers
• Communications teams in partner organisations
• Commissioners at HEE, NHSE/I and other commissioning bodies

Main Responsibilities

• Provide a full range of Personal Assistant and administrative duties, including dictation and minutes, typing of correspondence, and preparation and distribution of reports and other documents, ensuring high presentation standards and tight timescales.
• Follow up meetings to identify, log, and proactively move forward action items.
• Handle sensitive queries in writing, by telephone or in person from colleagues, partners, education providers and commissioners, representing a positive image and maintaining sensitivity.
• Support senior team with data collation for workforce metrics and project/program data.
• Use initiative to determine supportive actions for the senior team, assist, and act accordingly.
• Assist in producing documents, charts, tables by using Microsoft Office packages (Word, Excel, PowerPoint) and Outlook for dissemination.
• Provide project/program administrative support for senior team and educators as delegated.
• Support training hub team members with additional administrative tasks such as correspondence, reports and presentations.
• Support planning, coordinating and facilitating meetings.
• Manage electronic diaries, especially PA function for the Chief Training Hub Officer, preparing appointment schedules, re‑scheduling, arranging conferences and time outs, drafting agendas, coordinating speakers and equipment, and ensuring deadlines are met.
• Conduct research on behalf of the senior team using internet and media regarding varying issues.
• Use IT to communicate effectively within the organization and deliver high performance.
• Update website materials daily and request IT support when required.
• Work flexibly, providing cover to manage workload pressures and absences due to annual leave and sickness.
• Actively participate in developmental work.

Person Specification

Skills

• Excellent communication skills, writing clearly for a range of audiences.
• Ability to deliver to agreed deadlines.
• Excellent organisational skills.
• Ability to work independently or as part of a team.
• Competent use of Microsoft Office programmes.
• Responsive, solution‑focused approach to addressing issues and barriers.
• Ability to build and sustain good working relationships.
• Good accuracy and attention to detail.
• Quick learner of new systems.

Experience

• Experience in Primary Care.
• Experience working collaboratively with internal and external partners.
• Experience in a PA support role, including managing busy diaries.
• Awareness of Health Education England and NHS England.
• Good understanding of the Confidentiality and Data Protection Act and GDPR.
• Experience producing correspondence, reports and presentations.
• Experience accurate minute taking/transcribing.
• Experience in planning, coordinating and facilitating meetings.
• Experience managing electronic diaries.
• Experience updating web‑based content at a non‑specialist level.

Other Job Requirements

• Ability to travel around Herefordshire and Worcestershire as required, and further, as necessary.
• Clean driving licence and access to a car for travel to meetings.

Personal Qualities & Attributes

• Team player.
• Open, honest, and acts with integrity.
• Good understanding of equality and valuing diversity principles.

Qualifications

• Evidence of ongoing professional development.