Job summary
In this role, you will play a pivotal part in managing the shared inbox, handling enquiries, and coordinating stakeholder communications. You will be responsible for organising course bookings, training events, calendars, and logistics, as well as preparing agendas, minutes, and documentation for meetings. The role includes supporting communication and engagement activities such as newsletters, website updates, and central team communications.
You will also provide administrative support across a wide range of programmes delivered by the Training Hub, including:
- Fellowship schemes
- Mentorship programmes
- ARRS (Additional Roles Reimbursement Scheme) workshops
- Enhanced Service training sessions
- Clinical and non-clinical workforce development initiatives
- Leadership and management development programmes
- Continuing Professional Development (CPD) courses
Main duties of the job
- Manage the shared inbox, respond to enquiries and coordinate stakeholder communications to ensure timely and effective information flow.
- Coordinate course bookings, training events, calendars and logistics.
- Prepare agendas, minutes and documentation for meetings, supporting effective governance and follow-up.
- Lead on communication and engagement activities, including supporting newsletters, website updates and central team communications.
- Maintain accurate records, databases, registers and SharePoint content to support compliance and operational effectiveness.
- Support financial processes, including processing invoices, purchase orders (POs) and tracking expenditure.
- Provide comprehensive administrative support across all Training Hub programmes and initiatives, including fellowship, mentorship, ARRS workshops, enhanced service training, and other workforce development programmes.
About us
The Confederation, Hillingdon CIC works with General Practice and other healthcare providers to deliver its vision for Hillingdon to deliver the best primary care outcomes for patients in the whole of London. We are a not-for-profit community interest company. The Confederation works to develop and support individual GP practices, PCNs and Neighbourhoods and their changing needs. We deliver excellent clinical services ourselves both at scale and complementary to General Practice. We are the Hillingdon provider representative voice for local General Practice into the wider NHS and other Partners. We are of the NHS but independent, innovative and transformational.
The Confederation determines to develop as an attractive place to work, providing rewarding roles and opportunities to grow in order to attract and retain great staff that in turn delivers our vision.
Our Values
- We work together to make a difference for patients
- We care enough to go the extra mile
- We support, trust, and empower
- We sincerely value each other
- We support primary care to own its destiny
Job description
Job responsibilities
Training Coordination and Administration
- Coordinate all aspects of course bookings, training events, and related logistics, including venue arrangements, calendar management, and liaison with speakers and participants.
- Maintain up-to-date records, databases, registers, and SharePoint content, ensuring data accuracy and accessibility.
- Provide administrative support across all programmes, adapting to changing priorities as required.
- Prepare agendas, take minutes, and produce documentation for meetings, ensuring timely distribution and follow-up on actions.
Communications and Engagement
- Manage the shared inbox and act as a first point of contact for enquiries.
- Coordinate stakeholder communications, including newsletters, website updates and central team communications, to keep all parties informed and engaged.
Evaluation & Reporting
- Support with KPI returns and ensure timely submission.
- Support use of systems such as the MedTribe platform, surveys.
- Support the team with projects when required.
- Identify process improvements and contribute to best practice.
Financial Support
- Support financial processes by raising and tracking invoices, processing purchase orders and maintaining financial records in line with organisational procedures.
Job description
Job responsibilities
Training Coordination and Administration
- Coordinate all aspects of course bookings, training events, and related logistics, including venue arrangements, calendar management, and liaison with speakers and participants.
- Maintain up-to-date records, databases, registers, and SharePoint content, ensuring data accuracy and accessibility.
- Provide administrative support across all programmes, adapting to changing priorities as required.
- Prepare agendas, take minutes, and produce documentation for meetings, ensuring timely distribution and follow-up on actions.
Communications and Engagement
- Manage the shared inbox and act as a first point of contact for enquiries.
- Coordinate stakeholder communications, including newsletters, website updates and central team communications, to keep all parties informed and engaged.
Evaluation & Reporting
- Support with KPI returns and ensure timely submission.
- Support use of systems such as the MedTribe platform, surveys.
- Support the team with projects when required.
- Identify process improvements and contribute to best practice.
Financial Support
- Support financial processes by raising and tracking invoices, processing purchase orders and maintaining financial records in line with organisational procedures.
Person Specification
Experience
Essential
- Understanding of NHS regulatory frameworks and compliance requirements
- Highly organised and detail-oriented, able to manage multiple priorities and deliver programmes on time and to a high standard
- Proven experience in managing shared inboxes, handling enquiries, and coordinating stakeholder communications
- Ability to keep full, accurate and up to date records to a high standard
- Experience preparing agendas, taking minutes, and producing documentation for meetings
- Strong administrative skills, with the ability to provide support across multiple programmes.
- Basic understanding and knowledge in using Medtribe and Survey platforms
- Ability to manage multiple projects and priorities effectively
- Ability to prepare and produce concise yet insightful communications for dissemination across multiple stakeholders
- Excellent communication skills, both written and verbal, with the ability to produce engaging content for newsletters, websites and central team communications
- Skilled in building and maintaining relationships with stakeholders at all levels
- Self-motivated, energetic and enthusiastic, with an appetite to learn
- Ability to work with data and informatics
- Team working skills and can do attitude including cross cover for colleagues if required
- Proficient in Microsoft Office and digital collaboration tools
- Flexible and adaptable to changing priorities in a fast-paced environment
Desirable
- Experience of working in primary care or a healthcare training environment
- Understanding of local systems
Person Specification
Experience
Essential
- Understanding of NHS regulatory frameworks and compliance requirements
- Highly organised and detail-oriented, able to manage multiple priorities and deliver programmes on time and to a high standard
- Proven experience in managing shared inboxes, handling enquiries, and coordinating stakeholder communications
- Ability to keep full, accurate and up to date records to a high standard
- Experience preparing agendas, taking minutes, and producing documentation for meetings
- Strong administrative skills, with the ability to provide support across multiple programmes.
- Basic understanding and knowledge in using Medtribe and Survey platforms
- Ability to manage multiple projects and priorities effectively
- Ability to prepare and produce concise yet insightful communications for dissemination across multiple stakeholders
- Excellent communication skills, both written and verbal, with the ability to produce engaging content for newsletters, websites and central team communications
- Skilled in building and maintaining relationships with stakeholders at all levels
- Self-motivated, energetic and enthusiastic, with an appetite to learn
- Ability to work with data and informatics
- Team working skills and can do attitude including cross cover for colleagues if required
- Proficient in Microsoft Office and digital collaboration tools
- Flexible and adaptable to changing priorities in a fast-paced environment
Desirable
- Experience of working in primary care or a healthcare training environment
- Understanding of local systems
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.
