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 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:
Job Summary
This role provides vital communications and administrative support to the Transformation Team, Blinx project, Primary Care Networks (PCNs), and three Neighbourhoods. The postholder will be personable, engaging, and proactive, with the ability to build strong relationships with staff, patients, and external partners.
The successful candidate will have experience working with senior stakeholders, through high-quality administrative processes, effective communication, and collaborative problem-solving. They will have a key role in delivering community and patient-facing events, and supporting complex projects whilst managing multiple priorities in a fast-paced environment.
Primary 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.
Professional Development
* Work with your line manager to identify opportunities for growth and continuous professional development.
* Participate in monthly one-to-one meetings to review progress against objectives.
* Adhere to organisational policies and procedures, including safeguarding, confidentiality, governance, and health and safety.
* Undertake annual appraisals, developing clear plans to achieve agreed priorities.
Knowledge, Skills, and Experience
* Strong proficiency in MS Office Suite (Teams, Word, Excel, PowerPoint, Outlook, OneNote, OneDrive).
* Excellent communication and interpersonal skills, with the ability to build rapport at all levels.
* Experience in troubleshooting and configuring PCs and software.
* Strong organisational and problem-solving skills, with attention to detail.
* Ability to prioritise tasks effectively and escalate appropriately.
* Experience producing internal and patient-facing communications.
* Knowledge of relevant policies, codes of conduct, and data governance requirements.
Education, Training, and Development
* Demonstrates role model behaviours, supporting and guiding colleagues.
* Commitment to ongoing self-development through professional learning opportunities.
Leadership
* Contributes to the organisation's vision and values.
* Identifies and implements improvements within service limitations.
* Demonstrates motivation and resilience in achieving goals.
* Promotes equality, diversity, and inclusion, leading by example.
Health & Safety/Risk Management
* The post-holder must comply at all times with all local Health and Safety policies, in particular by following agreed safe working procedures and reporting incidents using the organisations Incident Reporting System.
* The post-holder will comply with the Data Protection Act and the Access to Health Records Act
Equality & Diversity
* The post-holder must co-operate with all policies and procedures designed to ensure equality of employment. Co-workers, patients and visitors must be treated equally irrespective of gender, ethnic origin, age, disability, sexual orientation, religion etc.
Patient Confidentiality
* The post holder must at all times respect patient confidentiality and, in particular, the confidentiality of electronically stored personal data in line with the requirements of the General Data Protection Regulation and in keeping with Hillingdon Primary Care Confederation Information Governance Policy and procedures.
* The post holder should not divulge patient information unless sanctioned by the line manager and required for the role.
Communication & Working Relationships
* The post-holder will establish and maintain effective communication pathways at all times with project team members.
Special Working Conditions
* The post-holder is required to travel independently between sites (where applicable), and to attend meetings etc. hosted by other agencies.
Job Description Agreement:
This job description is intended to provide an outline of the key tasks and responsibilities only. There may be other duties required of the post-holder commensurate with the position. This description will be open to regular review and may be amended to take into account development within The Confederation. All members of staff should be prepared to take on additional duties or relinquish existing duties in order to maintain the efficient running of the service or function.
This job description is intended as a basic guide to the scope and responsibilities of the post and is not exhaustive. It will be subject to regular review and amendment as necessary in consultation with the post holder.
Person Specification
Essential Criteria
* GCSE Passes at grade C/6 or above or equivalent (Maths and English at a minimum)
* 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
* 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
* 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
Desirable Criteria
* Business administration, office administration or IT systems certification or equivalent
* Experience of working in healthcare, NHS or voluntary/community sector settings
* Experience supporting project delivery, monitoring and reporting
* Experience in patient or community engagement
* 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