Meeting Administrator – Surrey and Sussex LMCs
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Job Title: Meeting Administrator at SSLMCs
- Post Title: Meetings Administrator
- Responsible to: Senior Medical Director
- Accountable to: Chief Executive
- Hours of post: 28-35 hours a week over 4-5 days
- Salary package: £24-£27k Full time equivalent per annum, depending on experience | Mileage payments from LMC base at current HMRC rates
- Based at: The White House, 18 Church Road, Leatherhead, Surrey. KT22 8BB. The post-holder will be required to travel to some meetings throughout the Surrey and Sussex area (including Croydon, Kingston & Richmond).
Surrey And Sussex Local Medical Committees are a Confederation of five separate Local Medical Committees (Croydon, East Sussex, West Sussex, Kingston and Richmond, and Surrey) which exist independently, but are served jointly by one LMC Secretariat. The secretariat is currently looking for a Meeting Administrator to join our operational team to work four-five days a week; the starting date is flexible but ideally, sooner rather than later.
In brief, the job holder will be expected to organise and support a series of meetings, some held face to face by the Local Medical Committees, exclusively for its members and some via Teams engaging with local stakeholders. Arranging agendas, minutes and action notes form the mainframe of the job, but other interesting aspects of administrative office support are also included. You will be expected to have a respectful and polite manner to all colleagues and constituents and work in an organised way to meet deadlines.
For more information or to apply, please send enquiries or a CV with a covering letter to recruitment@sslmcs.co.uk. The closing date for applications is 9am on Tuesday 6th May 2025 and interviews will be held on Tuesday 13th May 2025.
Duties and responsibilities
- Organising and attending committee meetings (some face to face, some online) and producing accurate actions and minutes, within the agreed timelines.
- Ensure correct invites are made and apologies recorded, appropriately for the different meetings
- Creating a timetable for each meeting, ensuring that all arrangements are made in good time and that agendas and supporting papers are circulated by the due dates.
- Ensuring actions arising from each meeting are dealt with promptly and followed up for completion.
- Booking venues, ordering refreshments and keeping delegates informed.
- Maintain and/or amend circulation/membership lists to ensure accurate contacts are available.
- Ensure attendances at meetings both face to face and virtual are recorded and passed to the business manager/accountant for honorarium payments.
- Ensure correct filing and recording process of files is in place for reference and recall.
- Liaising with GPs and other health professionals in a confident and polite manner, via email, on the telephone and in person
- Attend weekly office Teams meeting to understand what is happening across the organisation and react to any relevant actions.
- Share the general calendar on screen at that meeting and amend accordingly.
- Arrange and organise ad hoc meetings at the request of Directors.
- Any other duties that are required from time to time and appropriate to the post, to meet the needs of the organisation.
- All work undertaken will be of a confidential nature. Full support will be available, as will training where appropriate.
Knowledge and skills required
- Experience of attending complex meetings and taking minutes
- Good working knowledge of Microsoft Office 365 especially Teams
- Ability to plan and manage workload
- Ability to deal effectively with changing requirements and pressures
- Good communication skills
- Ability to work as part of a team
- Shorthand would be an advantage
- Own vehicle and full UK Driving License
The above is a summary of the fundamental roles and responsibilities of the post, but the post holder will be required to adapt flexibly to the rapidly evolving agenda in health care in general, general practice, and the organisation.
During the term of this post, we are modernising our working practices and looking to embrace the use of AI. The post holder will be required to be part of this transition. This may result in the post holder being required to complete other duties or tasks of a different nature to those specified above which can be reasonably performed in accordance with the expected skill set for the role and/or with training provided.