Job summary
The Portfolio Administrator is a key member of NHS Neuron, providing administrative support to the team and working closely with the Portfolio Director and Portfolio Manager to support the effective running of our activities. The post holder will assist with the organisation and administration of key portfolio initiatives, including coordinating meetings, maintaining documentation, tracking actions, and supporting workshops and events.
The role includes providing administrative support to the Portfolio Director and Portfolio Manager, including diary management, arranging and preparing meetings, and handling routine correspondence. The post holder will help ensure that meetings are well organised, documentation is prepared and shared in a timely manner, and actions are recorded and followed up.
This role is available for an immediate start and will run until 12th July 2026. The working pattern is 37.5 hours per week, Monday to Friday, 08:30-16:30.
Main duties of the job
1. Provide administrative support for portfolio activities, working under the direction of the Portfolio Manager and Portfolio Director and managing the office's day-to-day administrative tasks.
2. Undertake the administration of the team's Sharepoint site, including onboarding pages, collection of team weekly updates and team weekly chair rota.
3. Assist in maintaining portfolio plans, trackers, and documentation to ensure activities and actions are recorded and kept up to date
4. Support the preparation and coordination of portfolio meetings and governance, including agendas and meeting papers
5. Assist with monitoring and following up on actions with team members to support progress across portfolios
6. Support the administration of new projects and workstreams, ensuring relevant documentation is set up and maintained
7. Ensure documentation is on relevant templates
8. Assist in preparing and formatting presentations, reports, and briefing documents
9. Maintain confidentiality and handle sensitive information with discretion.
10. Support with Neuron's business administration, including purchasing physical assets or supplies.
Please see the full Job Description attached.
About us
Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure.
We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley.
The Care Quality Commission (CQC) have given us an overall rating of Outstanding.
Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us.
Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible.
A video about the Royal Surrey - https://www.youtube.com/watch?v=R96pMboIYdo
Job description
Job responsibilities
The Portfolio Administrator will support communication with internal and external stakeholders by responding to routine enquiries, coordinating information sharing, and assisting with the preparation and distribution of reports and meeting papers. They will also support the maintenance of accurate and up-to-date records, including taking minutes at meetings and ensuring documentation is stored appropriately.
This role requires a well-organised and reliable individual who can manage a range of administrative tasks, prioritise their workload, and work effectively as part of a team. The post holder will contribute to the smooth running of the portfolio by providing consistent administrative support and ensuring activities are well coordinated.
Job description
Job responsibilities
The Portfolio Administrator will support communication with internal and external stakeholders by responding to routine enquiries, coordinating information sharing, and assisting with the preparation and distribution of reports and meeting papers. They will also support the maintenance of accurate and up-to-date records, including taking minutes at meetings and ensuring documentation is stored appropriately.
This role requires a well-organised and reliable individual who can manage a range of administrative tasks, prioritise their workload, and work effectively as part of a team. The post holder will contribute to the smooth running of the portfolio by providing consistent administrative support and ensuring activities are well coordinated.
Person Specification
Qualifications
Essential
- Relevant experience demonstrating strong organisational and administrative skills OR education to NVQ level 4 (or equivalent)
Experience
Essential
- Administrative/Secretarial Experience, including diary management, meeting coordination, document preparation, action tracking and minute-taking
- Proven ability to work with senior stakeholders, managing schedules and responding to administrative needs in a timely and professional manner.
- Experience handling sensitive and confidential information in line with GDPR and NHS data protection standards.
Skills
Essential
- Oganisational and time management skills, with the ability to manage multiple priorities and deadlines.
- Ability to produce high-quality reports, presentations, and correspondence.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with strong formatting and document preparation skills.
Person Specification
Qualifications
Essential
- Relevant experience demonstrating strong organisational and administrative skills OR education to NVQ level 4 (or equivalent)
Experience
Essential
- Administrative/Secretarial Experience, including diary management, meeting coordination, document preparation, action tracking and minute-taking
- Proven ability to work with senior stakeholders, managing schedules and responding to administrative needs in a timely and professional manner.
- Experience handling sensitive and confidential information in line with GDPR and NHS data protection standards.
Skills
Essential
- Oganisational and time management skills, with the ability to manage multiple priorities and deadlines.
- Ability to produce high-quality reports, presentations, and correspondence.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with strong formatting and document preparation skills.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
