Administrative Assistant

Hours: 30 to 37.5 hours per week

Location:Yeovil Office (plus some home working)

You will provide day to day administrative support to the GPSU team, including diary coordination, meeting preparation, inbox management, document support, and basic project administration. You will also assist with community engagement and events, helping to organise venues, logistics, materials, and stakeholder communication.

• General administrative support to the Executive Assistant and wider team
• Scheduling meetings, preparing agendas, notes, and action logs
• Managing shared inboxes and routine enquiries
• Maintaining trackers, spreadsheets, and simple databases
• Supporting event planning, logistics, and stakeholder coordination
• Communicating professionally with practices and partners
• Organising and prioritising your workload to meet deadlines

• Strong communication, organisation, and time management skills
• Confident using Microsoft Office and IT systems
• Able to take accurate notes and follow established procedures
• Professional, adaptable, and able to work independently
• Experience in healthcare or a busy administrative environment (desirable)
• Committed to confidentiality, teamwork, and equality
• Able to travel within Somerset as required

The GP Support Unit (GPSU) supports and strengthens general practice across Somerset. We provide hand‑on support, reduce workload pressures, and help practices deliver high‑quality care. We are looking for an organized and proactive Administrative Assistant to join our friendly team.

The Admin Assistant will provide general administrative support to the GPSU team, supporting the Executive Assistant, project teams and engagement activity. This is a supporting role, contributing to the smooth running of day-to‑day administrative functions, project coordination and stakeholder events.

• Provide routine administrative support to the GPSU team and Executive Assistant.
• Support diary coordination, meeting scheduling, and room bookings as requested.
• Prepare basic meeting paperwork (agendas, attendee lists, minutes/actions where required).
• Manage shared inboxes, redirecting queries appropriately and responding to routine requests.
• Support document preparation, filing, and version control.

• Provide administrative support to project teams, including maintaining action logs and project trackers.
• Assist with collation of information, updates, and reports for internal use.
• Support data entry and maintenance of spreadsheets, trackers, and simple databases.
• Follow information, governance and confidentiality requirements at all times.

Support the Community Engagement & Events Planner with practical administration, including:

• Booking venues and arranging facilities for events.
• Coordinating event logistics (equipment, refreshments, signage).
• Liaising with stakeholders and community partners to confirm attendance.
• Supporting preparation of event materials and merchandise.
• Assisting with basic event promotion (e.g. sharing content via agreed social media channels).
• Maintaining event plans, timelines, and checklists.
• Tracking event budgets and reporting spend against agreed limits.

• Communicate professionally with staff, GP practices, stakeholders, and community partners.
• Handle telephone, email, and written communication in a polite and helpful manner.
• Escalate non‑routine, sensitive, or complex issues to the Executive Assistant.

• Organise own workload to meet agreed deadlines.
• Prioritise tasks as directed by the Executive Assistant or project leads.
• Maintain accurate records and ensure tasks are completed on time.

• Work collaboratively as part of an integrated team.
• Participate in team meetings, training, and service development activities.
• Contribute to the improvement of administrative systems and processes.
• Undertake any additional administrative duties appropriate to the role as requested.

This role will combine home and office as appropriate and subject to agreement with…