Administrative Assistant- Transformation Management Office

Administrative Assistant- Transformation Management Office The purpose of this role is to provide administrative support to the Transformation Management Office (TMO), ensuring effective coordination and delivery of transformation and digital projects across GPSU and system partners. The postholder will support project tracking, governance processes, and communication across programmes, contributing to the development and implementation of new initiatives.

Working closely with the Transformation Manager, Head of Projects and Programmes and a range of stakeholders, the role requires strong organisational skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. The postholder will maintain accurate records, support meetings, and help ensure the smooth running of transformation activity.

We are looking for someone with:

• Strong administrative and organisational skills, with the ability to manage multiple priorities
• Experience supporting projects, programmes, or governance processes
• Excellent communication skills and the ability to work with a wide range of stakeholders
• High attention to detail and accuracy in data and documentation
• The ability to work independently, use initiative, and make sound judgements
• Experience of diary management, meeting coordination, and preparing reports or presentations
• A proactive and positive approach to teamwork
• The ability to work under pressure and meet deadlines
• A clear understanding of confidentiality and handling sensitive information appropriately

Main duties of the job Provide high-quality executive administrative support to the TransformationManager

Act as a gatekeeper and first point of contact, handling communicationswith professionalism and discretion

Manage diary coordination, meeting scheduling, and prioritisation ofcommitments

Prepare agendas, briefings, papers, and presentations to supportinternal and external meetings

Support the administration and coordination of transformation, digital andservice development projects across GPSU

Maintain and update project trackers, ensuring progress, risks, and keymilestones are accurately recorded

Support follow-up of actions, deadlines, and correspondence to ensurepriorities are progressed effectively

Assist with maintaining oversight of key deadlines, reporting cycles,and governance requirements

Liaise with project leads and stakeholders to obtain updates, clarifyrequirements, and support effective communication across programmes

Ensure documentation is maintained in line with organisationalstandards, supporting transparency and auditability of transformation activity

Provide general administrative support to the Transformation ManagementOffice, contributing to the effective delivery of programmes and continuousimprovement initiatives

About us The GP Support Unit (GPSU) exists to champion,support, and amplify general practice in Somerset. Acting as an extension of the practice team,we help GPs and primary care professionals navigate challenges, embraceinnovation, and thrive. Throughcollaboration, shared expertise, and hands-on support, we deliver high-qualityservices that reduce burden, unlock system value, and ultimately improvepatient outcomes. Trusted by practicesand recognised across the Somerset system, the GPSU is here to make generalpractice stronger - now and into the future.

This role will be primarilyoffice-based, with some flexibility for hybrid working to be discussed andagreed. Occasional travel to GP practices and other healthcare settings will berequired, predominantly within Somerset. Working arrangements will be reviewedregularly to ensure they meet the needs of the service

Job responsibilities The purpose of this role is to provide administrative support to the Transformation Management Office (TMO). This will include supporting the coordination and administration of transformation projects, ensuring effective tracking, documentation, and communication across a range of programmes and stakeholders. The role will contribute to the smooth running of project governance processes and support the development and scoping of new transformation initiatives across GPSU and system partners.

The post holder will be required to work under pressure, demonstrating flexibility, adaptability, and the ability to direct their own workload while using their initiative to make sound judgements. They must be able to prioritise effectively and maintain a high level of accuracy and attention to detail within agreed deadlines. An enthusiastic and positive approach to teamwork is essential. The post holder must also demonstrate a clear understanding of confidentiality and be able to respond appropriately to sensitive, challenging, and often distressing information.

Key responsibilities

• Provide high-quality executive administrative support to the Transformation Manager.
• Act as a gatekeeper and first point of contact, handling communications with professionalism and discretion.
• Manage diary coordination, meeting scheduling, and prioritisation of commitments.
• Prepare agendas, briefings, papers, and presentations to support internal and external meetings.
• Support the administration and coordination of transformation and service development projects across GPSU.
• Maintain and update project trackers, ensuring progress, risks, and key milestones are accurately recorded.
• Support follow-up of actions, deadlines, and correspondence to ensure priorities are progressed effectively.
• Assist with maintaining oversight of key deadlines, reporting cycles, and governance requirements.
• Assist in reviewing and managing the pipeline of work from internal and external stakeholders, gathering and organising information to support feasibility assessment and prioritisation.
• Liaise with project leads and stakeholders to obtain updates, clarify requirements, and support effective communication across programmes.
• Ensure documentation is maintained in line with organisational standards, supporting transparency and auditability of transformation activity.
• Provide general administrative support to the Transformation Management Office, contributing to the effective delivery of programmes and continuous improvement initiatives.
• Work collaboratively with colleagues across primary care to ensure consistent, accurate, and high quality information is shared for strategy discussions.
• Contribute to a supportive team environment, offering assistance, sharing information, and promoting a positive and solution focused approach.
• Participate in team meetings, reflective discussions, and learning activities to strengthen joint working and continuous improvement.
• Maintain strong professional relationships built on trust, respect, and a shared commitment to safeguarding and high quality patient care.

Leadership / Management.

• Take ownership of workload planning, ensuring tasks are prioritised effectively and completed to a high standard within required timeframes.
• Contribute to a culture of continuous improvement by identifying issues, suggesting solutions, and supporting the development of more efficient processes.
• Model professional behaviours, including reliability, confidentiality, and a calm, measured approach when handling sensitive or distressing information.
• Support colleagues by sharing knowledge, offering guidance on processes, and contributing positively to team learning and development.
• Maintain accurate and well organised records, demonstrating accountability and adherence to organisational policies and safeguarding standards.
• Represent primary care professionally in communications with partner agencies, demonstrating confidence, clarity, and sound judgement.

Person Specification Qualifications

• GCSE Maths and English grade A-C or equivalent
• Educated to minimum of NVQ level 3 in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience
• Training in information governance and confidentiality or willingness to complete

Responsibilities

• Contribute to the development and improvement of administrative processes.
• Provide feedback on systems and workflows to support continuous improvement.
• Maintains accurate, timely, and confidential records in line with organisational standards.
• Process and disseminate domestic abuse notifications securely and consistently.
• Ensures data reviewed is kept confidential and adheres to NHS Somerset information governance standards.
• Ability to work independently and use own initiative to ensure work is completed within required timescales.

Planning & Organisational Skills

• Strong organizational skills with the ability to prioritise competing demands.
• Ability to work independently, managing workload effectively to meet deadlines.
• High level of accuracy and attention to detail.
• Ability to coordinate information flow between multiple agencies and stakeholders.
• Ability to support coordination of multiple projects and maintain structured tracking systems e.g. project trackers, action logs, and pipelines of work.

Physical Skills

• Computer literate with excellent working knowledge of Microsoft Word, Excel and PowerPoint
• Ability to use clinical systems, Microsoft office and secure information-sharing platforms.

Experience

• Experience handling sensitive, confidential information.
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