This senior hospital administrator role provides high-quality administrative, coordination, governance, and operational support from the Head Office. It involves central administrative and coordination support to Service Managers in community services, helping them with administrative activity, record maintenance, meeting organisation, action monitoring, and information preparation. The position also supports wider healthcare governance and operational processes, working with Clinical, Quality, HR, and Learning teams to ensure accurate information and effective processes. This is not a traditional general administration role, as it spans multiple services and priorities, supporting governance, audits, reporting, compliance, and organisational improvement.
Responsibilities
Provide responsive administrative and coordination support to community-based Service Managers
Act as a central administrative point of support for Service Managers
Support Service Managers with day-to-day administrative requirements
Coordinate meetings, reviews, documentation, and other service-level administrative activity
Support Service Managers with the preparation, collation, and organisation of information
Maintain and update service documentation, records, trackers, and other administrative systems
Monitor actions, deadlines, and outstanding requirements and follow them through to completion
Coordinate information between community services and Central Services
Support the preparation of reports, meeting papers, reviews, and other operational documentation
Help Service Managers maintain organised, accurate, and accessible records
Provide wider administrative support across Operations, Clinical, Quality, HR, and Learning teams where required
Identify administrative gaps or outstanding information and take proactive action to resolve them
Support governance meetings and associated administration
Coordinate meeting papers, actions, and supporting information
Assist with audit preparation and compliance activities
Support the production of reports, performance information, and governance documentation
Maintain accurate records that provide clear audit trails
Support service reviews, inspections, and assurance activity
Track actions arising from audits, reviews, and governance meetings
Support the monitoring of organisational compliance requirements
Help ensure required documentation is complete, accurate, and accessible
Input, collate, and maintain accurate information across organisational systems
Check information for completeness and accuracy
Support data quality and record management activities
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Produce reports and performance information to support operational oversight
Maintain trackers and monitor outstanding actions
Ensure records remain accurate, up to date, and accessible
Handle confidential and sensitive information in accordance with data protection requirements and organisational policies
Identify opportunities to improve administrative processes and systems
Support organisational improvement projects
Help establish efficient and consistent administrative processes
Promote organised and effective ways of working
Identify gaps or inefficiencies and help develop practical solutions
Contribute to a culture of accountability, quality, and continuous improvement
Build positive working relationships with Service Managers and colleagues across the organisation
Liaise confidently with managers, clinicians, and senior colleagues
Respond to enquiries professionally and promptly
Act as a welcoming first point of contact for visitors and stakeholders
Support effective communication and coordination between community services and Central Services
Follow up information and agreed actions with colleagues when required
Requirements
Minimum three years' experience in an administrative, healthcare administration, governance, or operational support role
Experience working within health and social care, healthcare, the NHS, or another regulated environment
Strong organisational and communication skills
High level of attention to detail and accuracy
Experience using Microsoft Office and digital systems
Ability to manage multiple priorities and deadlines
Ability to work independently and take ownership of tasks through to completion
Ability to identify missing information and proactively follow up outstanding actions
Confidence communicating and coordinating activity with managers and professionals
Ability to handle confidential and sensitive information professionally
Strong team-working and collaboration skills
Nice to have:
Previous hospital, NHS, or healthcare administration experience
Degree-level education or equivalent experience
Understanding of CQC, governance, quality assurance, and compliance processes
Experience supporting audits, inspections, or assurance activity
Experience producing reports, performance data, or management information
Experience providing administrative support to operational or service managers
Experience working within a multi-site or geographically dispersed healthcare organisation
Benefits
Westfield Health Plan & Rewards
Company Pension Scheme
Blue Light Card
Professional Development Opportunities
Free On-Site Parking
Health & Wellbeing Programme
Private Medical Insurance
Important Details
Schedule: 37.5 hours per week, Monday to Friday, 9:00am - 5:00pm
Contract: Full-Time, Permanent
Training and Development: Fully supported induction, ongoing professional development, opportunities to develop knowledge across healthcare operations, governance and compliance, exposure to organisational improvement and assurance initiatives, opportunities to broaden skills and responsibilities, opportunities to develop career within a growing specialist healthcare organisation
Other conditions: Right to work in the UK required, enhanced DBS check may be required
About the Company
Gray Healthcare is a specialist Health and Social Care provider supporting people with Learning Disabilities, Autism, Mental Health conditions, Acquired Brain Injury, and Emotional Complex Needs to transition safely and successfully from inpatient and community settings back into their own homes and communities. Their approach is founded on person-centred care, clinical expertise, and measurable outcomes, enabling individuals to regain control, independence, and quality of life within their own environment. They design and deliver bespoke support packages for each individual, led by a dedicated multidisciplinary team and adapted to meet both current and future needs. Their focus is not only on stability, but on progression, independence, and reducing long-term reliance on restrictive environments. They are committed to delivering safe, effective, and outcome-focused care, underpinned by continuous improvement, strong governance, and a culture of learning. Their services are designed to demonstrate clear evidence of impact, including improved wellbeing, reduced risk, and successful community integration. Gray Healthcare is passionate about delivering exceptional care and Outstanding outcomes. Their commitment to quality and transparency is reflected in their Care Quality Commission (CQC) ratings and inspection reports.
