Administrative Assistant

Job responsibilities

About the role

The Admin Assistant will provide general administrative support to the GPSU team, supporting the Executive Assistant, project teams and engagement activity. This is a supporting role, contributing to the smooth running of day-to-day administrative functions, project coordination and stakeholder events.

Key responsibilities

General Administrative Support

- Provide routine administrative support to the GPSU team and Executive Assistant.

- Support diary coordination, meeting scheduling, and room bookings as requested.

- Prepare basic meeting paperwork (agendas, attendee lists, minutes/actions where required).

- Manage shared inboxes, redirecting queries appropriately and responding to routine requests.

- Support document preparation, filing, and version control.

Project & Team Support

- Provide administrative support to project teams, including maintaining action logs and project trackers.

- Assist with collation of information, updates, and reports for internal use.

- Support data entry and maintenance of spreadsheets, trackers, and simple databases.

- Follow information, governance and confidentiality requirements at all times.

Community Engagement & Events Support

Support the Community Engagement & Events Planner with practical administration, including:

- Booking venues and arranging facilities for events.

- Coordinating event logistics (equipment, refreshments, signage).

- Liaising with stakeholders and community partners to confirm attendance.

- Supporting preparation of event materials and merchandise.

- Assisting with basic event promotion (e.g. sharing content via agreed social media channels).

- Maintaining event plans, timelines, and checklists.

- Tracking event budgets and reporting spend against agreed limits.

Communication & Stakeholder Support

- Communicate professionally with staff, GP practices, stakeholders, and community partners.

- Handle telephone, email, and written communication in a polite and helpful manner.

- Escalate non-routine, sensitive, or complex issues to the Executive Assistant.

Organisation & Planning

- Organise own workload to meet agreed deadlines.

- Prioritise tasks as directed by the Executive Assistant or project leads.

- Maintain accurate records and ensure tasks are completed on time.

General Responsibilities

- Work collaboratively as part of an integrated team.

- Participate in team meetings, training, and service development activities.

- Contribute to the improvement of administrative systems and processes.

- Undertake any additional administrative duties appropriate to the role as requested.

Location

This role will combine home and office as appropriate and subject to agreement with occasional travel to GP Practices, and other healthcare facilities as required. Travel will be predominantly within Somerset. This will be reviewed regularly and should match the requirements of the post.

Knowledge and Skills

Essential

• - Excellent communication skills both written and verbal.
• - Advanced keyboard skills.
• - Ability to manage and prioritise own and other workloads and use own initiative to meet tight deadlines.
• - Good organisational skills and ability to multi-task.
• - Good time management.
• - Good knowledge and understanding of office procedures.
• - Ability to take and transcribe notes of meetings in a timely manner.
• - Ability to deal professionally with enquiries from staff, service users and stakeholders.
• - Understand confidentiality and apply the principles in everyday working practice.
• - Work effectively as a team member.
• - Ability to communicate clearly with an engaging manner.
• - Capable of constructing and delivering clear. information/instructions to staff and service users.
• - Ability to hold and sustain internal and external relationships.
• - Ability to analyse complex information and implement actions as required
• - Able to work on own initiative, organising and prioritising own workload to changing and often tight deadlines.
• - Self-motivated and able to work without supervision and capable of prioritising your own and other workloads for rapidly changing deadlines.
• - Ability to work as part of a team and to provide support and cover to colleagues as needed.
• - Understand and have a commitment to equality of opportunity and good working relationships.
• - Good people skills, able to work well with colleagues within and outside Somerset NHS providers.
• - Ability to work closely with multiple organisations to ensure effective and efficient service delivery.
• - A polite, professional, calm and efficient manner with good people skills.
• - Highly motivated and able to work on own initiative.
• - Adaptable and flexible in approach to duties and meeting deadlines.
• - Strong organisational skills, working well under pressure.
• - Ability to always maintain confidentiality and trust.
• - Able to learn new systems and procedures promptly.
• - Work in a busy environment and respond to unexpected changes.
• - Display an understanding and act in ways that promote and support equality and diversity, human rights and following GPSUs values and behaviours
• - Must be a car driver with a valid drivers licence or have access to transport with appropriate business insurance, to travel to meet the needs of the service.
• - Ability to work from home.

Qualifications

Essential

• - Qualification or equivalent experience in administration.
• - Good general education, GCSE English and Maths Grade 9-4 (A-C)

Experience

Essential

• - Experience of working with a range of Microsoft Office packages.
• - Experience in using different IT systems.
• - Experience in working in healthcare.
• - Working in a demanding environment.

Desirable

• Experience in organising meetings, taking minutes and actions.