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Medical Administrator with PA Duties and Minute Taking

Medical Administrator with PA Duties and Minute Taking

Posted 26 July by Your World Healthcare

Location: Welwyn Garden City

Job Type: Temporary

Band: Band 4

Pay rate: £10.00 paye per hour or £11.50 umbrella per hour

Duration of temporary role: 3- 4 weeks and potentially longer

Working days and hours: 37.5 hours per week, 37.5 hours per week, (flexible working considered but no weekends)


Working within and supporting the Public Health Nursing team, the post holder will deliver dedicated administrative support to the Public Health Nursing Programme Manager. The post holder will ensure the provision of excellent service to HCT’s internal and external stakeholders.


Business Development duties

  • Provide administrative support to PHN Programme Manager, working closely with Children’s Universal Service teams, Deputy General Manager of Children’s Universal Services and other departments across HCT as and when required.

  • Provide proactive support to the PHN Mobilisation Programme Manager, including but not limited to:

  • Management of the PHN Mobilisation Programme Manager’s inbox, and diary management

  • Co-ordination of internal and external meetings

  • Taking responsibility for booking venues and conference facilities

  • Supporting meetings, including the collation and distribution of papers, and taking notes and minutes at meetings

  • Working with project and programme managers to collate project and programme documentation which will include (but is not limited to); risk and issues logs, highlight reports; action and decision logs; dependency matrices, resource maps, stakeholder and engagement maps.

  • Work with the PHN Programme Manager to maintain an active log of resource, constraints and capacity for projects and programmes within PHN mobilisation and develop documentation as appropriate

  • First point of contact for all PHN related enquiries, responding within agreed service levels and escalating enquiries to PHN Mobilisation Programme Manager.

  • Provide support for PHN mobilisation events, maintaining up-to-date knowledge of event processes and administration requirements.

  • To assist with completion of commissioners reporting

  • To collate PHN updates and associated data by communicating with all departments across the organisation and extracting from internal IT systems (CRM).

  • To attend training on PM3 Best Outcomes (HCT’S new project management system) and to update completed actions and run reports when required.

    Planning and Strategic Management

  • To ensure effective use of time, through achieving a balance between meetings, office time, planning and organising complex activities, the majority of which will be non-routine.

  • To assist in arranging and organising meetings/workshops including booking venues and equipment

  • To undertake delegated projects or assignments and prepare reports.

  • To support the Programme Manager in the delivery of their projects deliverables and outcomes

  • To deal with telephone, mail, e-mail and general enquiries (as appropriate) by prioritising and ensuring that appropriate messages are relayed, or action is taken.

    Personal Specification

  • In-depth knowledge of administrative procedures, project support management or information analysis

  • Proficient in the use of Microsoft Office including MS Project or similar, Word, Excel and PowerPoint.

  • Experience of working in the NHS

Required skills

  • Minutes
  • Nursing
  • Public Health
  • Administrator
  • Band 4

Reference: 35723368

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