Programme Administrator

Job Title: Programme Administrator

Location: Royal Berkshire NHS Foundation Trust

Trust Location: London Road, Reading RG1 5AN

Payrate: Band 4, £14.83 per hour

Shift Patterns: Monday - Friday 9:00am - 5:00pm (37.5 hours per week)

Duration: Start: ASAP, End: 04/08/2026

Job Purpose

The Programme Administrator provides high-quality administrative support to the Trust's Financial Improvement Programme and the wider Finance & Improvement team. The postholder plays an important role in keeping the programme organised and running smoothly coordinating meetings, managing information, supporting communications and ensuring that the team has the administrative foundation it needs to deliver at pace.

This is a busy, varied role that requires someone who is well-organised, proactive and comfortable working in a fast-moving environment. The postholder will be the administrative backbone of the programme team, supporting a group of senior colleagues who are working to tight timescales across a complex workload.

Main Responsibilities
Meeting and Diary Management

• Organise and coordinate meetings across the programme team, including booking rooms, arranging virtual meetings and managing attendee logistics
• Maintain diaries for the Financial Improvement Director and Programme Manager, managing competing priorities and scheduling with internal and external stakeholders
• Prepare agendas, circulate papers in advance, take accurate minutes and maintain a clear action log for programme meetings
• Follow up on outstanding actions with meeting attendees and keep the action log up to date between meetings
• Arrange and support monthly programme governance meetings, including preparing meeting packs and distributing documents to the right people on time

Document and Information Management

• Maintain the programme's SharePoint workspace keeping folders well-organised, documents clearly named and information easy to find
• Manage version control for key programme documents, ensuring that teams are always working from the latest version Format, proof-read and prepare documents, reports and presentations to a high standard before they go to senior audiences
• Maintain trackers and spreadsheets to support programme monitoring updating information as directed by the Programme Manager
• Handle incoming correspondence and queries, triaging appropriately and responding to routine matters directly

Communications and Coordination

• Support internal communications across the programme circulating updates, reminders and information to workstream leads and team members
• Act as a first point of contact for administrative queries about the programme directing people to the right person or information quickly
• Liaise with teams across the Trust on behalf of the programme team, building positive working relationships and maintaining a professional and helpful presence
• Support onboarding of new team members setting up access, circulating key documents and coordinating induction logistics

General Administrative Support

• Raise purchase orders, process invoices and support financial administration in line with Trust procedures
• Arrange travel and accommodation for team members as required
• Manage shared inboxes, distributing emails and ensuring nothing falls through the gaps
• Maintain contact lists and distribution groups for the programme team
• Provide general administrative support as required, adapting to the changing needs of a busy team

KEY SKILLS

• Previous administrative or office support experience
• The postholder needs to hit the ground running in a busy team proven experience in an administrative role is essential
• Proficient in Microsoft Office Word, Excel, Outlook, PowerPoint and Teams
• The day-to-day tools of the role. Comfort with formatting documents, managing calendars in Outlook and using Teams for virtual meetings is required from Day 1 Experience of taking and distributing meeting minutes A core part of the role needs to listen carefully, capture key decisions and actions accurately, and produce clear minutes promptly Well-organised with strong attention to detail
• The programme team relies on accurate, well maintained information. Errors in documents going to senior stakeholders or missed actions cause real problems.

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