Business Support Administrative Assistant

THE EMPLOYER IS: NORTHERN GP FEDERATION SUPPORTGP Federations were established in Northern Ireland with two main aims:

To support and protect GP Practices To help deliver the transformation agenda in Health and Social CareGP Federations aim to provide better care, delivered in a more responsive way and closer to home, for patients registered on the lists of practices within the Federation. The focus is on working across the local health and social care community, in collaboration with a wide number of agencies, to design and implement innovative healthcare strategies and ways of delivering high quality care.

Across Northern Ireland, there are 17 GP Federations which have been established by GPs to support General Practice and facilitate the transformation of health and social care in a Primary Care setting. Each Federation has been established as a Not-For-Profit Community Interest Company and any financial surplus generated through efficiency is re-invested in front-line services.

Each Federation covers a patient population of approximately 100,000 patients and, because of scale, provides services which would not otherwise be delivered at individual Practice level.

Job Purpose:

The Business Support Administrative Assistant will play a vital role in supporting the operational delivery of primary care services across the Northern GP Federation Support Unit (NFSU). The purpose of the role is to provide a structured entry-level opportunity for a participant to gain practical experience of business and administrative support within the NFSU.The postholder will support the day-to-day administrative and business functions of the NFSU, contributing to communication, coordination, record-keeping, and event support activities that underpin services delivered to GP practices across the Northern Federation area.

The role is developmental in nature and will include supervised duties, on-the-job learning, and regular review meetings to support skills development and employability.

Training and Development The postholder will receive structured training and development throughout the placement, including:

Induction to the organisation and healthcare support environment.

Training in confidentiality, data protection, and information governance.

Development of IT and digital skills, including Microsoft Office.

Communication and customer service skills.

Time management, organisation, and workplace professionalism.

Regular supervision meetings will be held to review progress, provide feedback, and support skill development.

• Provide high quality routine administrative support ensuring the effective operation of systems and procedures including the maintenance of all files and correspondence as necessary to the NFSU team and its respective Federations.
• On occasion, when required, minute NFSU and associated Federations board meetings and provide them to the respective boards. Manage the diary and set up meetings on behalf of NFSU.
• Act as the first point of contact for internal and external enquiries, ensuring professional and timely responses via phone, email, or person, and that queries are acknowledged and actioned promptly.
• Responsible for booking, controlling use and setting-up of boardroom and meeting rooms, providing refreshments, assisting with project work as required including, booking of venues hire and other private meeting/function requirements.
• Liaise with senior team members to ensure audio-visual and other IT requirements are in place for meetings and other functions.
• Continually seek to improve the service delivered within the NFSU by committing to attend personal development training, demonstrating a team work ethic and embracing change.
• Facilitate clear and effective communication between departments, ensuring information is accurately relayed and followed up as needed.
• Draft, proofread, and distribute internal communications, meeting agendas, minutes, and external correspondence, maintaining confidentiality and professionalism when handling sensitive information or communications.
• Support management with the preparation and delivery of presentations, reports, and other communication materials. Coordinate meetings, appointments, and video conferences, ensuring all participants are informed and prepared.
• Build and maintain positive relationships with stakeholders, suppliers, and clients through effective and courteous communication.
• Contribute to the smooth running of the office by overseeing day-to-day administrative functions and identifying opportunities for operational improvements.
• Coordinate with HR and Finance teams to support onboarding, payroll documentation, and internal reporting requirements.
• Ensure the office environment supports productivity and complies with health and safety standards.
• Assist in the preparation of reports and documentation required by management or regulatory bodies.
• Maintain supplies inventory by checking stock to determine inventory level;…