Administrative Assistant- Transformation Management Office

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. Collaborative Working 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.