Team Administrator

Job summary

This part-time role provides both short-term resilience and longer-term capacity within the team, ensuring that key priorities can continue to be delivered during a period of organisational transition. A critical responsibility of the post is to coordinate and organise engagement and development sessions that bring together general practice colleagues, supporting efforts to reduce unwarranted variation, share best practice, and facilitate the delivery of contractual requirements.

In addition, the role will be responsible for helping to establish, implement, and embed new processes and ways of working to support the transition of services into the new organisational structure. This will help ensure continuity, consistency, and effective service delivery during and beyond the transition period.

This role will support the ongoing establishment of the PSU within Birmingham Community Healthcare NHS Foundation Trust (BCHC) following its transition from the Integrated Care Board (ICB).

Key responsibilities will include coordinating and supporting engagement events, organising meetings and workshops, maintaining records and documentation, monitoring actions and deadlines, and providing day-to-day administrative support across the team. The postholder will work closely with colleagues and stakeholders to ensure activities are delivered efficiently and to a high standard.

Main duties of the job

• Coordinating and supporting engagement events and initiatives with General Practice providers to drive service improvement, reduce unwarranted variation, and support delivery against agreed General Practice Provider Board (GPPB) metrics.
• Developing, implementing and embedding new administrative and operational processes following the transition of the Provider Support Unit (PSU) to Birmingham Community Healthcare NHS Foundation Trust (BCHC), ensuring compliance with Trust policies and procedures, including financial and governance processes.
• Providing administrative support for projects and service developments, maintaining accurate records, monitoring actions and ensuring agreed deadlines are met.
• Building effective working relationships with internal and external stakeholders to support the successful delivery of PSU objectives.
• Deputising for the Executive Assistant as required, including supporting meetings, managing correspondence, coordinating diaries and ensuring continuity of administrative support across the team.

About us

The Black Country Integrated Care Board (ICB) is a statutory NHS organisation responsible for developing a plan for meeting the health needs of 1.26 million people in the Black Country. We manage the NHS budget for Dudley, Sandwell, Walsall and Wolverhampton and are responsible for planning and buying Primary Medical Services (GPs), dental, optometry and pharmacy services.

We are part of the Black Country Integrated Care System (ICS), known as Healthier Futures, which is a partnership of organisations working together to bring health and social care services closer together for the good of our communities. We support the ICS vision for a healthier place with healthier people and healthier futures.

The ICB has five core values that underpin the way we work and help to guide our actions and the decisions we make for local people and communities. These are compassion, inclusivity, integrity, fairness and trust.

We are an equal opportunities employer who actively supports and encourages increasing the diversity of our employees, and welcome applications from people with transferable skills gained through experience across the full range of health and social care settings.

We are also a bronze award holder under the Defence Employer Recognition Scheme (ERS). The ERS recognises commitment and support from UK employers for defence personnel.

Note: the ICB is unable to provide sponsorship to enable an individual to have the right to work in the UK, due to the size of the organisation

Details

• Date posted: 12 August 2026
• Pay scheme: Agenda for change
• Band: Band 4
• Salary: £28,392 to £31,157 a year
• Contract: Permanent
• Working pattern: Flexible working
• Reference number: D9118-26-0031
• Job locations: 3 Priestley Wharf, Holt Street, Birmingham, B7 4BN, United Kingdom

Job responsibilities

The postholder will provide full administrative support to the GPPSU Team, acting as the first point of contact and effectively dealing with and responding to a range of queries from internal and external stakeholders. This will include passing on relevant information to appropriate team members sensitively, tactfully and autonomously. Key duties will include distribution services, including the maintenance of accurate records of distribution and receipt, as well as production of key documents for the department. Where generic email accounts are utilised for the team, the post holder will coordinate and triage as appropriate whilst responding to queries commensurate to the role.

You will be accountable for

Supporting locality improvement collaboratives and supporting meetings

Deputise for the Executive Assistant as required, including diary management, minute taking, therefore must be confident in taking minutes/actions at higher level.

Key Relationships

Executive Corporate Team

PSU

Corporate EA Team

GPs, Senior Managers/Team Clinical Leads

LMC Colleagues

Executive Directors

Divisional Directors

Divisional Managers

Directorate Managers

Divisional and Directorate Administrators

External Stakeholders

Liaise with a wide range of partners and stakeholders, both externally, ICB, Local Authority

Core Duties and Responsibilities

Communication

Acting as the point of contact for the team by taking and making telephone calls, composing and responding to emails appropriately, ensuring that key messages are conveyed in a timely and informative manner

Effectively responding to complex queries from stakeholders and passing on relevant information autonomously and sensitively either verbally or in writing

Develop and maintain effective relationships, ensuring tact and professionalism is at the forefront of any communications

Organisation and Planning

Liaising with other departments, both internal and external to the organisation, to arrange key meetings.

Organising events including internal and external room bookings, necessary equipment and hospitality ensuring venues are sourced in line with policy and procedures

Preparing and updating any required supporting information required for meetings, events, seminars and training sessions (agendas, action logs, handouts etc.)

Monitoring meeting actions and follow up progress

Analytical and Judgement Skills

Using initiative to review multiple options or courses of action, making a decision based on a range of facts and situations

Responding effectively to tight and often changing deadlines and timeframes, adapting as necessary whilst maintaining a calm and professional manner

Processing data received by the department, and ensuring this is reverted into helpful management information

Research and Development

Participate in a range of team and organisational development activities as required

Undertake research and development activities in own work area as directed

Participate in internal and national staff surveys

Patient Care

Incidental patient contact, assisting or re-directing where appropriate to role

Responsibility for Policy and/or Service Development

Develop and implement effective useful and successful processes for your own work area to support team operations

Propose suggested changes to own work area, informing processes and making recommendations for continuous improvement

Provide support in absence of team members/Executive assistant

Finance and Resources

Supplying relevant information required for financial management

Supporting your team and head of department by raising accurate purchase orders, checking invoices and making payments as necessary

Working to resolve queries raised by suppliers of goods or services for the department

Ordering of office equipment/equipment/stationery as required

Constantly strive for value for money and greater efficiency in the use of budgets and resources

Leadership and Management

Providing training, advice and support on own role and responsibilities where necessary, for example for new team members and the wider function

Providing effective training on systems and processes within own work area

Information Resources

Developing and maintaining effective electronic filing systems to ensure information is kept secure, confidential where appropriate, and is accessible to other members of the team

Regularly utilising computerised programmes such as Word, Excel, PowerPoint and Outlook to support the functions requirements for processing of letters, emails, reports and presentations

Effective diary management of the team as required

Professional Development

Undertake training and development requirements/opportunities as agreed with your line manager and/or detailed in your personal development plan, in addition to statutory and mandatory training

Maintain up to date knowledge of best practice and relevant legislation in your work area

Ongoing commitment to professional and personal development to excel in the role

Freedom to Act

Undertaking a full range of administrative and other duties as requested by the line manager and wider team where appropriate, which are commensurate with the role including ad-hoc projects and cross-cover for other team members

Working on own initiative to manage workload effectively, seeking support where required

Working within organisational and team-specific policies and guidelines

Physical Skills

Standard keyboard skills; able to produce high quality documents including meeting minutes and action logs

Other

Whilst the postholder will be based at Priestley Wharf travel around the Trust may be required.