Admin and Revalidation Assistant

This role is offered on a fixed‑term, part‑time basis for up to 12 months.

• Provide PA support to the medical management team and cover for colleagues as required.
• Provide efficient secretarial and administrative support to the Medical Directorate team – comprising the Medical Director and three Deputy Medical Directors.
• Maintain current systems and processes that support the Medical Directorate’s function, which facilitates medical cover across the Trust’s services.
• Maintain systems and processes that support doctors’ revalidation activities.
• Assist with the internal serious incident review processes, including taking minutes of meetings.
• Project a professional image of the Directorate, demonstrating excellent interpersonal and communication skills with internal and external contacts.
• Adopt a flexible approach to ensure that individual and Directorate objectives are completed efficiently and within given timescales.
• Maintain confidentiality at all times.
• Carry out administrative duties such as meeting notes, diary management, spreadsheet maintenance for activity tracking, and record keeping to support doctors.
• Perform senior office–administrator duties using telephone, email and MS Teams.
• Monitor and maintain key revalidation processes and systems—appraisal, job plans and complaints—ensuring doctors comply with their responsibilities and escalating non‑compliance issues promptly.
• Provide support to doctors on the e‑revalidation system SARD JV, ensuring it is utilised, maintained and updated appropriately.
• Take minutes of meetings, including internal review meetings and meetings with relatives/carers regarding serious untoward incidents (content may be distressing or disturbing).
• Assume cover for colleagues in their absence.
• Assist in organizing meetings and conferences, arranging venues, hospitality and ensuring documentation is available.
• Maintain accurate and efficient filing systems, both electronically and on paper, ensuring strict confidentiality of client/staff identifiable information.
• Participate in the monitoring and maintenance of key revalidation processes and systems for the Trust, supporting doctors’ compliance and escalating issues when necessary.
• Assist in maintaining a database of medical appraisers, ensuring appraisers are supported with the knowledge, skills and competence required under the quality assurance framework.
• Provide advice and guidance, as appropriate, on relevant processes and policies.
• Act as the point of contact for doctors’ study leave and expenses, ensuring timely and efficient processing and recording.
• Organize and arrange scheduling of serious incident review meetings and follow‑up relatives’ meetings, including maintenance of records, sending invitations and distributing papers.
• Actively manage personal well‑being, recognising that some content may be challenging.
• Provide cover for colleagues in their absence.

We have a skilled and dedicated workforce of over 5,000 colleagues working across more than 55 sites and within people’s homes. We strive to enable a welcoming workplace culture that celebrates civility, inclusivity and diversity, while fostering a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities allow our people to share their experiences. In the latest staff survey, 61% of colleagues gave us their views. Key highlights include 72% recommending the Trust as a place to work (ranking 1st for provider Trusts in the South West), 76% recommending the standard of care provided, and 81% affirming that care of patients and service users is our priority.

We continue to prioritise and invest in our commitment to become a Great Place to Work, aiming for consistent top‑quartile performance in annual staff and Pulse surveys.

This role is not eligible for sponsorship as per the UK government visa and immigration rules. For more information, please visit UK government work visa guidance.