Administrator & Events Coordinator

You will provide responsive administrative, reception and operational support across SDHC, helping colleagues, visitors and stakeholders receive an efficient and professional service.

A key part of the role will be supporting the coordination of SDHC events from initial planning through to delivery and follow-up. Depending on the event, you may support an event lead or take responsibility for the practical coordination and hosting arrangements yourself.

Your work will include managing enquiries and administrative tasks, coordinating meetings and bookings, maintaining accurate information and supporting projects and corporate activities. For events, you will help bring together the practical arrangements, communicate with organisers, speakers and suppliers, prepare venues and materials, and provide a confident and welcoming front-of-house presence on the day.

You will use initiative to keep activities organised, respond to changing priorities and resolve practical issues, while knowing when something needs to be escalated. You will also work collaboratively across SDHC, contributing to improvements in our administrative systems, event processes and the overall experience we provide to colleagues and external stakeholders.

Main Duties

Administration and Reception

designated shared email inboxes, respond to routine enquiries within agreed

timescales, follow up actions and escalate concerns appropriately.

reception and visitor support when required, presenting a professional,

courteous and helpful image to service users, visitors, stakeholders and staff.

visitors, support access requirements and ensure the appropriate member of

staff is informed of their arrival.

regular and ad hoc administrative support to senior team members, service leads

and corporate functions, prioritising work against agreed deadlines.

Microsoft Outlook, Word, Excel, Teams and PowerPoint, together with other SDHC

systems, to produce correspondence, trackers, reports, presentations and

routine management information.

accurate electronic records, databases, contact lists, shared folders and

filing systems, ensuring information is complete, current and handled

appropriately.

Coordinate,

attend and/or facilitate meetings as required, including preparation of agendas

and papers and accurate notes or minutes where requested.

project-related administrative assistance, including action tracking, document

preparation, follow-up of delegated tasks and support for the implementation of

new processes or systems.

stock checking and ordering of office, meeting and event supplies and help

maintain a tidy, safe and well-organised working environment.

patient, staff and stakeholder queries in line with agreed processes and

professional boundaries, escalating complaints, incidents or service concerns

appropriately.

reasonable cross-cover for other administrative functions when required to

maintain critical services, with workload and priorities adjusted by the line

manager.

to accurate data capture, audit activity and service improvement where

required.

Event Booking and Pre-Event Coordination

with, and where appropriate take the lead on, the practical coordination of

SDHC-hosted meetings, training sessions, educational events and stakeholder or

corporate events from initial enquiry through to completion.

as an administrative and operational point of contact for allocated events,

working alongside the relevant event lead or taking responsibility for coordination

where agreed.

promptly and professionally to booking enquiries and gather the information

needed to plan the event, including expected attendance, dates and timings,

break requirements, catering or refreshments, room layout, accessibility,

audiovisual/IT needs, flipcharts, pens and other equipment.

room availability with Hillbrow, make provisional bookings where appropriate

and confirm arrangements with the organiser once the required information is

available.

and arrange the most appropriate room in line with expected attendance, current

room-capacity guidance and event requirements, avoiding clashes and allowing

sufficient preparation time.

an accurate forward schedule of events, key contacts, deadlines, actions and

room bookings.

required event records and booking documentation, including the event calendar

and relevant online booking forms, ensuring information is complete and

consistent.

or coordinate attendee communications, invitations, registrations/RSVPs,

joining instructions and reminders where these are managed by SDHC.

with speakers, facilitators, education providers, caterers, suppliers and other

external stakeholders in a professional and timely manner.

agreed catering and refreshments within approval processes, confirm delivery

timings and check associated orders and invoices for accuracy.

the preparation of event plans, checklists, running orders, attendee lists,

signage, room layouts and delegate materials as required.

event supplies in advance, identify any shortages and arrange replenishment as

required.

practical delivery issues, identify appropriate contingency arrangements and

escalate material risks or decisions promptly.

proportionate event risk assessment and ensure relevant health and safety,

fire, accessibility, security and emergency arrangements are understood and

followed.

Event Delivery and Hosting

including scheduled evening events, and take operational responsibility for

room setup, attendee arrival, event flow, practical troubleshooting and

close-down.

-

Prepare the room before attendees arrive,

including furniture layout, presentation equipment, signage, delegate

materials, refreshments and other agreed resources.

-

Provide a confident and engaging

front-of-house presence: actively welcome guests, introduce yourself, help

people orientate themselves, support networking and ensure attendees feel

looked after throughout the event.

-

Deliver or coordinate the required site

health and safety briefing to visitors and ensure attendees understand key

emergency and welfare arrangements.

-

Support speakers and facilitators with

presentation, room and technical requirements and ensure they know who to

contact if issues arise.

-

Coordinate registration and attendance

records where required, including certificates, feedback forms or other

educational event documentation.

-

Monitor breaks and event timings, replenish

tea, coffee, snacks and other supplies when needed, and respond proactively to

attendee or organiser requests.

-

Keep the event aligned to the agreed running

order, using initiative to resolve practical problems calmly and efficiently

and escalating where necessary.

-

Ensure

rooms are left safe, secure, tidy and ready for normal use following the event,

including appropriate storage or disposal of materials and completion of any

site close-down requirements.

and record attendance data, feedback, costs and learning points as appropriate

and use them to improve future event delivery.

Communication and Stakeholder Relationships

courteously, clearly and promptly with internal and external stakeholders by

email, telephone, video call and face to face.

effective working relationships with SDHC colleagues, member practices,

education providers, speakers, suppliers, public and third sector partners,

venue users and event attendees.

discretion, tact and diplomacy, particularly when dealing with senior

stakeholders, competing requirements, sensitive information or difficult

conversations.

SDHC positively and professionally, adapting communication style to different

audiences and situations.

Quality, Safety and Continuous Improvement

within relevant SDHC health and safety, risk management, safeguarding,

information governance, confidentiality and data protection policies and

procedures.

administrative and event records are accurate and of a consistently high

quality.

incidents, accidents, near misses, complaints and significant concerns in

accordance with SDHC procedures.

to the development and improvement of event checklists, booking processes,

email templates, administrative systems and standard operating arrangements.

use feedback to improve stakeholder experience, efficiency and consistency of

service and event delivery.

Personal Contribution

productive relationships and contribute to a culture of regular feedback,

learning and continuous improvement.

responsibility for own development, learning and performance and maintain

required training and development records.

collaboratively and flexibly, helping colleagues across the organisation when

critical functions or short-term priorities require support.

SDHC professionally and uphold SDHC values, standards of behaviour and

expectations at all times.

Key Working Relationships

-

SDHC service leads and administrative teams

-

Hillbrow Health and Wellbeing staff and site

users

-

Member GP practices and Primary Care Networks

-

Education providers, speakers and

facilitators

-

NHS, public sector, third sector and

community partners

-

External suppliers, caterers and service

providers

-

Patients, visitors, event attendees and other

external stakeholders

Collaborative Working / Other Duties

collaboratively to ensure critical functions are met in the wider interests of

the company.

responsibilities and/or support for critical administrative tasks during periods

of absence.

remain reasonable and appropriate support or training is provided.

-

This job description is not exhaustive. The

post holder may be required to undertake other duties appropriate to the level

and nature of the role at the request of the line manager.

objectives will be reviewed as the organisation, its services and its event

programme develop.

South Downs Health and Care GP Federation is a social enterprise. It was established in 2016 in service to shareholding/member GP practices in the areas of Eastbourne, Hailsham and Seaford. It now has extended membership within East Sussex. Our main purpose is to support GP practices in their task of providing patient care by enabling them to provide and invest in sustainable services by reducing the burden of their workload, maximising income opportunities and minimising their risks and liabilities.

We encourage our staff to take ownership and responsibility, to highlight concerns and feedback and to make an active contribution to their individual success as well as that of their team and the wider organisation. We operate a no-blame culture; by this we mean that everyone is held accountable but in an environment where the focus is on the learning that can be adopted and shared from instances where things havent gone so well.

Benefits of Working with SDHC

Experience

Qualifications

Other

Skills, Knowledge and Abilities

Hosting and Stakeholder Engagement