We are looking for an experienced administrator, someone passionate about patient care and quality to join our team.
The postholder will have previous administrative experience and be used to providing high quality minutes, recording and tracking actions, taking part in meetings, ordering stationery, supporting a team, and holding all round administrative and organisational skills. The postholder will be polite, used to taking calls from patients and staff, be professional, calm, organised, able to prioritise, be able to travel to sites as needed and provide high calibre support to a busy team.
Patient Experience Team Responsibilities
* Patient Experience and Engagement
* National and local surveys
* Friends and Family testing
* Supporting Armed Forces Community
* Supporting unpaid carers
* Patient equality, diversity and inclusivity
* Accessible information standard
Job Summary
The postholder will provide robust administrative support to the Head of Patient Experience and Partnership and wider team as appropriate, helping to ensure the smooth coordination and delivery of a range of activities across the portfolio. The postholder will provide professional, confidential and comprehensive administrative support, including diary management and minute taking, data entry, organising meetings and events, as well as processing orders and invoices. The Patient Experience and Partnership Administrator will act as secretary for several meetings such as patient partnership groups, steering groups and forums. In this role they will be responsible for booking meeting dates and venues, maintaining attendee and mailing lists, basic data extraction for reporting purposes, minute-taking and maintaining a clear and concise action log.
As part of the wider Patient Experience and Partnership Team, the postholder will be a champion for patients and carers and will support coordination of a range of schemes of work to improve the experience of patients and carers, and to develop the patient and carer voice. This will include supporting the Trust’s patient and carer forums, participation and public partnership/engagement events.
The postholder will work closely with a number of teams across the Trust and community services, including the site and group teams, Finance and Procurement, and Human Resources.
Main Responsibilities and Duties
* Organise and manage administration of meetings and 1:1s, including arranging dates, venues, agenda circulation and maintaining up-to-date contact information.
* Answer initial telephone calls and where possible offer direct guidance to the caller and make judgements as to which calls can be referred to other staff/departments. Offer appropriate advice and guidance in relation to queries and questions and, if appropriate, referring elsewhere for guidance.
* Core administrative duties in support of the Head of Patient Experience and Partnership, including but not limited to filing/record-keeping, answering the telephone, responding to emails, raising orders for equipment/supplies, and event organisation.
* Proactively manage and maintain the working diary of the Head of Patient Experience.
* Support the Head of Patient Experience in ensuring that all records are kept up to date, including annual leave records/calendar. Establish and maintain appropriate records and filing systems facilitating easy retrieval and access of information.
* Establish and maintain appropriate and effective email groupings and listings across the division in order to facilitate the efficient and effective transfer of information.
* Support with the organisation and coordination of events related to Patient Experience, including liaison with external partners, providers and stakeholders as required.
* Provide, as required, administrative support to the Head of Patient Experience and a wider team in relation to patient and carer forums, participation and public partnership/engagement events.
* Develop and maintain a database of key local patient and public partnership/engagement contacts and stakeholders.
* Collate information for reports relating to patient experience, as requested by the Head of Patient Experience.
* Assist in developing and maintaining a system of tracking key actions agreed to by the Head of Patient Experience.
* Produce correspondence that is clear and accurate in layout, composition and format to present information in a professional, accessible and visually appealing manner in order to facilitate understanding.
* Coordinate team meetings including timely production and circulation of agendas and supporting documentation and minute taking.
* Provide full administrative support to a number of meetings to include: booking meeting dates and venues, maintaining attendee and mailing lists, basic data extraction for reporting purposes, minute-taking and maintaining a clear and concise action log.
* Liaise with service managers to ensure workforce information is accurately reported in line with the health roster system and confirm the accuracy of the information to the Head of Patient Experience prior to roster finalisation.
* Maintain appropriate supplies of office stationery and coordinate and manage stationery orders across the team.
* Raise and facilitate processing of orders using SBS and NHS Supply Chain systems, ensuring information is accurately recorded and that orders are processed in a timely way.
* Act as a champion for Patient Experience and Partnership, promoting the portfolio and opportunities for people to get involved internally and externally.
* Be responsible for stock and supplies of leaflets from a number of organisations and contact when supplies are low.
* Ensure stock throughout the Trust at designated spaces, receptions, information boards etc.
* Transfer to other sites as required.
Other Duties
* In line with responsibility for all staff, refer and elevate problems to relevant staff/departments to support maintaining a safe environment for all patients, visitors and staff.
* Undertake any other duties commensurate with the role, as identified by the Head of Patient Experience.
* Proactively develop positive working relationships with colleagues across hospitals and community services, fostering productive routes for information sharing and support.
* To be a flexible member of the Patient Experience Team.
Qualifications
* Educated to GCSE level or equivalent, with relevant experience.
* Excellent written and oral communication skills.
* Ability to work in a high-pressure environment, prioritise workload and deliver competing tasks.
* Team player and able to work autonomously to provide a high quality administrative service.
This job description is a reflection of the current situation but may be subject to amendment in the light of any changes or developments within the department.
This advert closes on Thursday 7 May 2026.
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