Administrator in Leeds

THE PHARMACIST NETWORK Administrator Job Description Reports to: Business Operations Coordinator Direct reports: None

The Administrator keeps the day-to-day administration of the TPN central team running.

It is a broad, hands‑on support role: managing shared inboxes and correspondence, maintaining accurate records across TPN's systems, preparing documentation, and coordinating the routine processes that keep a busy operations function moving.

The role suits someone organised and IT literate who is comfortable owning routine work end to end, spotting when something has been missed, and keeping records clean without being chased.

• Key accountabilities
• Manage TPN's shared administrative inboxes triaging enquiries, responding to routine correspondence, and routing what needs a specialist to the right person.
• Maintain accurate, current records across TPN's systems and shared drives data entry, file management, version control, and routine housekeeping.
• Prepare and format documents, templates, reports, and correspondence to a consistent standard.
• Support the compliance administration around TPN's workforce collating and filing documentation, tracking what is outstanding, and flagging gaps for the responsible manager.
• Coordinate meetings and diary logistics scheduling, room and video setup, circulating papers, and taking and distributing notes where required.
• Provide administrative support to the wider central team on projects and recurring operational tasks.
• Handle sensitive and confidential information in line with GDPR and TPN's data handling requirements.
• Contribute to improving administrative processes surfacing what is slow, duplicated, or manual, and helping tidy it up.

This list is not exhaustive; the role may include other administrative responsibilities as the central team develops.

Essential skills

• Organisation and prioritisation managing a varied workload across competing requests without dropping detail.
• IT literacy confident across Microsoft 365 (Outlook, Word, Excel, Teams, Share Point) and quick to pick up new systems.
• Accuracy and attention to detail, particularly in data entry and record keeping.
• Clear written and verbal communication, including professional correspondence with colleagues and external contacts.
• Discretion and confidentiality when handling personal and sensitive information.
• Self‑direction and initiative - comfortable organising and managing your own workload.

Essential experience

• Prior administrative experience in an office, operations, or business support setting.
• Experience maintaining records or databases with a high standard of accuracy.
• Experience managing a shared inbox or handling routine correspondence on behalf of a team.

Desirable

• Healthcare, primary care, pharmacy, or NHS‑adjacent experience.
• Experience supporting a compliance, HR, or recruitment administration process.
• Familiarity with CRM, ATS, or workflow systems (TPN is moving onto the Zoho ecosystem).
• Experience working in a hybrid team across multiple sites.
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