Network Administration Officer

Job description

Job responsibilities

. Role PurposeThe Network Administration Officer provides core administrative support to the Network Team, primarily supporting Primary Care Networks (PCNs) and the wider Management Team. The post holder will assist in the day-to-day administration required to maintain effective workforce and operational processes across PCNs, the wider Federation and individual practices where support is commissioned.The role focuses on accurate processing, record-keeping and coordination of routine administration activities, particularly those relating to workforce administration and the Additional Roles Reimbursement Scheme (ARRS). The post holder will ensure information is recorded, checked and shared appropriately to support safe, efficient and compliant service delivery.The role is developmental in nature and, following training, the post holder will take ownership of allocated administrative processes and ensure tasks are completed accurately and within required timescales.2. About Bolton GP FederationBolton GP Federation is committed to improving the health of people in Bolton. We deliver accessible services, support the primary care workforce, and champion health equity so that all residents receive the care they deserve.Our vision is health equity and excellence in Bolton.Our mission is to:

Improve access to NHS services for the people of Bolton

Support, develop and grow the primary care workforce

Reduce health inequalities

Our values shape how we work every day:

Fair we appreciate individual circumstances and act to reduce inequity

Integrity we act in a way that builds trust and confidence

Bold we embrace positive change

Supportive we enable each other to give the best of our skills and talents

All roles at Bolton GP Federation contribute to this purpose, regardless of job title or level.

3. Ways of Working

We operate as one organisation with many skills. Every role has a core function, but staff are expected to work flexibly across teams when required, using their expertise where it adds the most value.

This matrix-working culture means:

Clear primary responsibilities

Shared contribution to organisational priorities

Collaboration across teams and services

Collective accountability for outcomes

4. Accountability and Responsibility

This role has an organisational accountability level 1, which means the post holder is responsible for completing defined tasks and activities to an agreed standard, following established processes.

The Network Administration Officer is accountable for:

Accurate and timely completion of allocated administrative tasks

Maintaining confidentiality and appropriate handling of workforce information

Following agreed procedures, templates and guidance

Escalating queries, risks or discrepancies to the Network Manager or relevant team

The Network Administration Officer is responsible for:

Processing workforce administration documentation

Maintaining organised electronic records and trackers

Supporting compliance monitoring through accurate data entry

Ensuring documentation is complete prior to submission to internal teams (e.g. Finance, HR support functions)

Supporting effective communication between teams by sharing correct information

5. Key Responsibilities

Workforce & ARRS Administration

Process new starter, change and leaver documentation

Support administration relating to the Additional Roles Reimbursement Scheme (ARRS)

Prepare and check documentation prior to submission to relevant teams

Maintain workforce trackers and staff records

Monitor documentation completeness and follow up missing information

General Administrative Support

Maintain shared inboxes and respond or redirect appropriately

Collate and input information into spreadsheets and databases

Update templates, forms and standard documents

Prepare routine correspondence and communications

Support organisation of meetings (circulating papers, confirming attendance)

Data & Quality Checking

Proofread documents for formatting, spelling and accuracy

Check documentation against guidance and highlight errors

Ensure consistency across submitted paperwork

Support audit processes by gathering required information

Communication & Coordination

Liaise with PCN staff, practice staff and internal teams (e.g. finance)

Request and gather information required for administrative processes

Provide basic guidance on completing forms and templates

Escalate complex queries appropriately

Record Management

Maintain structured electronic filing systems

Ensure documents are stored in correct locations

Support data quality and information governance standards

6. Leadership & Collaboration

Leadership

This is an entry-level role with limited organisational leadership responsibilities. However, the post holder is expected to demonstrate personal responsibility and ownership of their allocated tasks following training.

The Network Administration Officer will:

Organise and prioritise their own workload

Follow procedures independently once trained

Identify issues and escalate appropriately

Take initiative to resolve routine administrative problems

Collaboration

The role requires a moderate level of day-to-day collaboration. The post holder will work closely with:

Network Team colleagues

Business Support Management Team

Finance team

PCN staff

GP practice staff

Wider Federation teams when required

The post holder will contribute to a supportive team environment by sharing information, responding to requests promptly and maintaining professional communication.

7. Corporate & Statutory Accountabilities

All staff are accountable for:

Safeguarding understanding and fulfilling safeguarding responsibilities

Confidentiality & Information Governance maintaining confidentiality in line with legislation and policy

Health, Safety & Wellbeing taking reasonable care for own and others safety

Equality, Diversity & Inclusion promoting fairness and inclusion

Training & Development completing mandatory training and ongoing development

Person Specification

Personal Skills & Attributes

Essential

• Strong commitment to Bolton GP Federation values
• Clear, polite and professional communicator with staff and practices
• High level of attention to detail and accuracy
• Reliable and organised approach to work
• Willingness to learn and develop new skills
• Able to work as part of a team
• Positive and flexible attitude to supporting different teams
• Able to handle routine work consistently and patiently

Desirable

• Commitment to safeguarding, equality, diversity and inclusion

Experience

Essential

• Essential
• Experience completing administrative tasks in an office, customer service, retail, healthcare or as a student
• Experience working with spreadsheets or databases and entering information accurately
• Experience organising and managing documents or records
• Understanding of the importance of confidentiality and handling sensitive information
• Experience communicating with colleagues and or members of the public
• Ability to follow procedures and guidance

Desirable

• Desirable
• Experience working in a healthcare, NHS, GP practice or public sector environment
• Experience supporting recruitment or workforce administration processes
• Awareness of Primary Care Networks PCNs or NHS services
• Experience supporting finance or payroll-related processes

Leadership & Management Skills

Essential

• Ability to organise and prioritise own workload
• Ability to work independently once trained
• Recognises when to escalate issues appropriately

Desirable

• Experience coordinating small tasks or processes
• Experience suggesting improvements to administrative processes

Qualifications

Essential

• 1. Qualifications & Professional Training
• Bolton GP Federation values the skills, insight and leadership capability people develop through a wide range of life, work and learning experiences, and actively encourages applications from candidates who may not have followed a traditional academic route.
• Essential
• Basic level of education including English and Maths GCSE grade 4 C or equivalent experience
• Evidence of learning, development or skills gained through work, volunteering, education or lived experience
• Good IT literacy including Microsoft Office
• Commitment to ongoing learning and development

Desirable

• Desirable
• NVQ Level 2 3 in Business Administration or equivalent experience
• Experience of training in administration systems, data handling or customer service
• Evidence of continued development through courses, coaching or workplace learning

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Bolton GP Federation

Address

Bolton Diabetes Centre

Chorley Street

Bolton

BL1 4AL

Employer's website

http://www.boltongpfed.co.uk/ (Opens in a new tab)