Transformation & Blinx Administrator

Job description

Job responsibilities

Transformation

• Collate performance updates from team members for Board and PCN reporting.
• Liaise with external providers (e.g., PCIT, Blinx) and clinical teams across North West London.
• Manage and maintain team equipment, engagement materials, and clinical tools.
• Support meeting logistics, including IT set-up, documentation preparation, and visitor hosting.
• Oversee the team inbox, responding to requests, patient queries, and meeting management in a timely manner.
• Provide clerical support for meetings, including agendas, minutes, action logs, and risk registers.
• Support onboarding of new team members, ensuring access to IT systems and introductions.
• Undertake diary management, prioritising appointments appropriately.
• Recognise limitations and escalate issues to the appropriate colleagues when necessary.
• Support the Research team with ad-hoc administration if required.
• Support senior staff with reporting, project documentation and ongoing evaluation

Primary Care Networks

• Support Clinical Directors, PCN Managers, and senior leads by preparing meeting papers, invites, room bookings, and reports.
• Collate and circulate documents, take accurate minutes, and follow up on actions.
• Act as first point of contact for queries and communications, ensuring efficient information flow.
• Maintain secure, accurate records in line with GDPR and data security requirements.
• Support the development of best practice administrative processes, sharing templates and tools across PCNs.
• Assist in maintaining clear and effective communication channels across PCNs.

Neighbourhoods

• Prepare and produce meeting documentation for the Neighbourhood Steering Board.
• Work effectively with senior stakeholders and board members.
• Support the development and implementation of Neighbourhood working.
• Design and maintain accurate databases and records as required.

Projects

• Provide administrative support to project leads, ensuring documentation and plans are up to date.
• Analyse and present complex data for internal and external stakeholders.
• Contribute to the corporate Health and Wellbeing Team.
• Manage and update Agilio pages.

Blinx Implementation & Support

• Identify and produce case studies to demonstrate effectiveness and efficiency.
• Prepare and produce meeting documentation for the Blinx Steering Group.
• Attend weekly planning meetings, collating relevant updates and chasing actions.
• Advocate for Blinx, showcasing its benefits to practices and clinical services and be a super user to support with practice and patient queries.
• Manage project inbox and liaising with Blinx team and key staff to progress implementation and ensure continuous improvement in service provision.
• Documentation management, filing and archiving.
• Support with the production and design of communication materials for internal and external staff/stakeholders.
• Plan, arrange and support with training sessions for staff across corporate and clinical teams.

Events & Engagement

• Organise patient engagement events, including producing and printing materials, attendee lists, Eventbrite management, venue liaison, and on-site support.
• Build and maintain relationships with voluntary and community sector organisations (e.g., community centres, faith groups).
• Manage equipment requests and stock for community engagement activities.
• Maintain and update the borough-wide events calendar, coordinating with internal and external stakeholders.
• Provide clerical support for events, following event briefs and risk assessment procedures.
• Take a solution-focused approach to issues, escalating and reporting incidents appropriately.
• Type up patient data with high accuracy
• Act as a key link with the Business Admin Team for corporate events such as staff conferences, AGMs, and away days.
• Empower patients and support the reduction of health inequalities across Hillingdon

Communications

• Produce engaging staff and patient-facing materials (articles, posters, leaflets, event descriptions) in line with communication plans and style guidance.
• Create and manage Eventbrite listings, responding to queries and tracking attendance.
• Maintain and update distribution lists, ensuring effective circulation of key communications.
• Respond to queries and complaints, escalating where necessary.
• Use design tools (e.g., Canva) to create professional, audience-appropriate content.

Person Specification

Qualifications

Essential

• GCSE Passes at grade C/6 or above or equivalent (Maths and English at a minimum)

Desirable

• Business administration, office administration or IT systems certification or equivalent

Experience

Essential

• Proven experience in an administrative or coordinator role, supporting senior managers or teams
• Experience of organising meetings and events, including preparation of agenda, papers, minutes and follow-up actions.
• Demonstrated ability to manage competing priorities and work to tight deadlines in a fast-paced environment
• Experience producing internal and external-facing communications
• Experience handling confidential and sensitive information appropriately
• Experience dealing with customer/patient queries, comments and complaints

Desirable

• Experience of working in healthcare, NHS or voluntary/community sector settings
• Experience supporting project delivery, monitoring and reporting
• Experience in patient or community engagement

Technical Skills

Essential

• Strong IT skills, including confidence with Microsoft Office (particularly Word, Excel, Outlook and Powerpoint) and virtual meeting platforms
• Ability to pull data from dashboards and spreadsheets to inform reports and presentations
• Ability to take clear, accurate minutes and maintain action logs
• Competent in managing shared inboxes, scheduling and diary management.
• Understanding of GDPR, data protection and confidentially requirements
• Ability to troubleshoot and configure IT equipment/software at a basic level

Desirable

• Familiarity with NHS systems, PCNs, or primary care settings
• Experience using design and communication tools (e.g. Canva, Eventbrite and Forms)
• Knowledge of project management tools and methodologies

Personal Qualities

Essential

• Proactive, solution-focused and adaptable
• Highly organised with strong attention to detail
• Resilient and able to work under pressure
• Professional, approachable and confident with dealing with stakeholders
• Strong interpersonal skills with the ability to build rapport with staff, patients and external stakeholders
• Commitment to equality, diversity and inclusion
• Willingness to travel across the borough as required

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

The Confederation, Hillingdon CIC

Address

The Pembroke Centre

90 Pembroke Road

Ruislip Manor

HA4 8NX

Employer's website

https://www.theconfederationhillingdon.org.uk (Opens in a new tab)