Job summary
Interviews to be held on 7th May 2026
Role Purpose
The postholder provides efficient, accurate, and proactive administrative support to ensure the smooth operation of the service. With prior administrative experience, the role holder can manage routine and moderately complex tasks confidently, following established procedures and guidelines. Working with appropriate supervision but without the need for close oversight the role contributes to high quality communication, reliable information management, and effective service delivery in line with organisational and NHS standards.
Main duties of the job
Administrative & Operational Support
Information & Records Management
Communication, Coordination & Service Support
Confidentiality, Compliance & Governance
Team Contribution & Continuous Improvement
Executive Support & Diary Management
Corporate Meetings & Governance Administration
Stakeholder Engagement & Information Management
Operational & Research Support
About us
PML is a successful not-for-profit, GP-led organisation providing various NHS community and primary care clinical services to patients across Oxfordshire and Northamptonshire. We have evolved as a NHS healthcare provider since 2004 and in the last few years have grown significantly, now employing around 300 staff with a turnover of circa £16m. PML holds GMS contracts, as well as being a GP Federation representing circa 50 GP practices covering approximately 650,000 patients.
We welcome applicants from a diverse range of backgrounds and circumstances and people with protected characteristics under the Equality Act 2010
Job description
Job responsibilities
Administrative & Operational Support
- Provide comprehensive administrative support, managing a range of routine tasks and some moderately complex activities within defined procedures.
- Complete administrative tasks such as data entry, document production, meeting preparation, filing systems maintenance, and correspondence handling with accuracy and minimal checking required.
- Support the organisation of schedules, appointments, and service workflows, seeking guidance for nonroutine issues when necessary.
- Prepare reports, spreadsheets, and documents based on established templates or guidance, ensuring accuracy and professionalism.
Information & Records Management
- Maintain, update, and organise records and data systems in line with organisational and NHS procedures.
- Identify basic data inconsistencies and escalate issues appropriately.
- Support data collection, simple analysis, and the preparation of information for audits or monitoring activities under direction from the Specialist Administrator or Manager.
- Ensure secure handling and storage of information, following GDPR, confidentiality, and governance standards.
Communication, Coordination & Service Support
- Act as a professional and reliable first point of contact for internal and external enquiries, including patients, colleagues, and partner organisations.
- Respond to enquiries with confidence, using judgement to resolve routine matters and referring more complex or specialist queries appropriately.
- Support effective communication within the team by circulating information, following up on actions, and ensuring accurate message handling.
- Demonstrate strong customer service skills, with sensitivity to patient needs and service user experience.
Confidentiality, Compliance & Governance
- Work in full compliance with organisational and NHS policies, carrying out tasks in line with established processes and governance frameworks.
- Recognise when issues fall outside role boundaries and escalate appropriately
- Maintain high standards of accuracy and adherence to confidentiality, ensuring safe handling of sensitive information.
Team Contribution & Continuous Improvement
- Work collaboratively with colleagues, supporting team objectives and contributing to a positive, professional working environment.
- Assist in guiding and supporting less experienced administrators (e.g., entrylevel roles or new starters) by sharing knowledge and demonstrating good practice.
- Prioritise workload effectively, working without close supervision but within clear parameters and defined tasks.
- Participate in service improvement activities, offering suggestions to improve administrative processes, while recognising limits of own authority and seeking approval before implementing changes.
Executive Support & Diary Management
- Manage executive diaries, appointments, and scheduling to support effective time management.
- Manage and prioritise correspondence, calls, and communications.
- Provide timely reminders and follow-up support to ensure deadlines are met.
- Support the Executive Assistant with day-to-day coordination and administrative tasks.
Corporate Meetings & Governance Administration
- Coordinate the scheduling and logistics of corporate meetings.
- Prepare and distribute agendas, papers, and meeting packs.
- Produce accurate minutes and track actions to support follow-up and accountability.
- Maintain governance documentation in line with organisational standards.
Stakeholder Engagement & Information Management
- Maintain accurate and up-to-date stakeholder and contact records.
- Liaise with internal and external stakeholders, including in the absence of the Executive Assistant.
- Coordinate content for internal communications such as website and newsletters.
- Act as a link between senior leaders and IT teams to support information sharing.
Operational & Research Support
- Conduct research and prepare briefings to support decision-making.
- Assist in the preparation of reports, presentations, and correspondence.
- Provide logistical and coordination support for events and key activities.
- Ensure documentation is accurate, well-organised, and accessible.
Job description
Job responsibilities
Administrative & Operational Support
- Provide comprehensive administrative support, managing a range of routine tasks and some moderately complex activities within defined procedures.
- Complete administrative tasks such as data entry, document production, meeting preparation, filing systems maintenance, and correspondence handling with accuracy and minimal checking required.
- Support the organisation of schedules, appointments, and service workflows, seeking guidance for nonroutine issues when necessary.
- Prepare reports, spreadsheets, and documents based on established templates or guidance, ensuring accuracy and professionalism.
Information & Records Management
- Maintain, update, and organise records and data systems in line with organisational and NHS procedures.
- Identify basic data inconsistencies and escalate issues appropriately.
- Support data collection, simple analysis, and the preparation of information for audits or monitoring activities under direction from the Specialist Administrator or Manager.
- Ensure secure handling and storage of information, following GDPR, confidentiality, and governance standards.
Communication, Coordination & Service Support
- Act as a professional and reliable first point of contact for internal and external enquiries, including patients, colleagues, and partner organisations.
- Respond to enquiries with confidence, using judgement to resolve routine matters and referring more complex or specialist queries appropriately.
- Support effective communication within the team by circulating information, following up on actions, and ensuring accurate message handling.
- Demonstrate strong customer service skills, with sensitivity to patient needs and service user experience.
Confidentiality, Compliance & Governance
- Work in full compliance with organisational and NHS policies, carrying out tasks in line with established processes and governance frameworks.
- Recognise when issues fall outside role boundaries and escalate appropriately
- Maintain high standards of accuracy and adherence to confidentiality, ensuring safe handling of sensitive information.
Team Contribution & Continuous Improvement
- Work collaboratively with colleagues, supporting team objectives and contributing to a positive, professional working environment.
- Assist in guiding and supporting less experienced administrators (e.g., entrylevel roles or new starters) by sharing knowledge and demonstrating good practice.
- Prioritise workload effectively, working without close supervision but within clear parameters and defined tasks.
- Participate in service improvement activities, offering suggestions to improve administrative processes, while recognising limits of own authority and seeking approval before implementing changes.
Executive Support & Diary Management
- Manage executive diaries, appointments, and scheduling to support effective time management.
- Manage and prioritise correspondence, calls, and communications.
- Provide timely reminders and follow-up support to ensure deadlines are met.
- Support the Executive Assistant with day-to-day coordination and administrative tasks.
Corporate Meetings & Governance Administration
- Coordinate the scheduling and logistics of corporate meetings.
- Prepare and distribute agendas, papers, and meeting packs.
- Produce accurate minutes and track actions to support follow-up and accountability.
- Maintain governance documentation in line with organisational standards.
Stakeholder Engagement & Information Management
- Maintain accurate and up-to-date stakeholder and contact records.
- Liaise with internal and external stakeholders, including in the absence of the Executive Assistant.
- Coordinate content for internal communications such as website and newsletters.
- Act as a link between senior leaders and IT teams to support information sharing.
Operational & Research Support
- Conduct research and prepare briefings to support decision-making.
- Assist in the preparation of reports, presentations, and correspondence.
- Provide logistical and coordination support for events and key activities.
- Ensure documentation is accurate, well-organised, and accessible.
Person Specification
Experience
Essential
- Experience supporting an Executive Director, CEO or similarly senior leader
- Experience preparing, collating and quality-checking papers, agendas, action logs and correspondence
- Experience handling confidential and sensitive information with tact, discretion and emotional intelligence
- Strong experience using Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams
- Experience minute-taking or capturing decisions, actions and key discussion points in senior meetings
Desirable
- Experience working in an organisation undergoing growth, service change or operational development
- Experience supporting more than one senior stakeholder while maintaining clarity of priorities
Qualifications
Essential
- Minimum of five GCSEs A to C including minimum grade C in English
Desirable
- NVQ Level 4 in Business Administration or experience of working as a senior administrative support to a senior manager or Executive
Skills and Knowledge
Essential
- Comfortable working at pace while maintaining quality
- Comfortable being office based and helping create visible, reliable executive presence
- Strong organisational skills with the ability to manage own workload within defined procedures
- Ability to follow established policies, guidance, and processes reliably
- Good written and verbal communication skills
- Confident in responding to routine enquiries and knowing when to escalate
- Competent IT skills including Microsoft Office (Word, Excel, Outlook) and data systems
- Ability to prepare basic reports, spreadsheets, and documents independently
- Ability to work effectively as part of a team and contribute to team priorities
- Understanding of confidentiality, GDPR, and safe information governance practices
- Understanding of customer service principles
Desirable
- Comfortable supporting new or less experienced colleagues
- Awareness of the role of administrative governance in a healthcare or organisational setting
- Knowledge of NHS systems, processes, or terminology
- Accurate data entry and strong attention to detail
Behaviours and Attributes
Essential
- Professional, polite, and approachable manner
- Commitment to teamwork and supporting others
- Maintains calm and professionalism when dealing with enquiries or busy periods
- Positive attitude toward learning, improvement, and service quality
- Willingness to undertake training and development related to the role
- Flexible approach to meeting service needs
- Ability to maintain high accuracy and confidentiality at all times
- Demonstrates reliability, responsibility, and a proactive approach to tasks
- Ability to work without close supervision while knowing when to seek guidance
Person Specification
Experience
Essential
- Experience supporting an Executive Director, CEO or similarly senior leader
- Experience preparing, collating and quality-checking papers, agendas, action logs and correspondence
- Experience handling confidential and sensitive information with tact, discretion and emotional intelligence
- Strong experience using Microsoft Office, including Outlook, Word, Excel, PowerPoint and Teams
- Experience minute-taking or capturing decisions, actions and key discussion points in senior meetings
Desirable
- Experience working in an organisation undergoing growth, service change or operational development
- Experience supporting more than one senior stakeholder while maintaining clarity of priorities
Qualifications
Essential
- Minimum of five GCSEs A to C including minimum grade C in English
Desirable
- NVQ Level 4 in Business Administration or experience of working as a senior administrative support to a senior manager or Executive
Skills and Knowledge
Essential
- Comfortable working at pace while maintaining quality
- Comfortable being office based and helping create visible, reliable executive presence
- Strong organisational skills with the ability to manage own workload within defined procedures
- Ability to follow established policies, guidance, and processes reliably
- Good written and verbal communication skills
- Confident in responding to routine enquiries and knowing when to escalate
- Competent IT skills including Microsoft Office (Word, Excel, Outlook) and data systems
- Ability to prepare basic reports, spreadsheets, and documents independently
- Ability to work effectively as part of a team and contribute to team priorities
- Understanding of confidentiality, GDPR, and safe information governance practices
- Understanding of customer service principles
Desirable
- Comfortable supporting new or less experienced colleagues
- Awareness of the role of administrative governance in a healthcare or organisational setting
- Knowledge of NHS systems, processes, or terminology
- Accurate data entry and strong attention to detail
Behaviours and Attributes
Essential
- Professional, polite, and approachable manner
- Commitment to teamwork and supporting others
- Maintains calm and professionalism when dealing with enquiries or busy periods
- Positive attitude toward learning, improvement, and service quality
- Willingness to undertake training and development related to the role
- Flexible approach to meeting service needs
- Ability to maintain high accuracy and confidentiality at all times
- Demonstrates reliability, responsibility, and a proactive approach to tasks
- Ability to work without close supervision while knowing when to seek guidance
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.
