Job summary
Are looking to develop in your admin career or want to gain valuable NHS admin experience in a busy and senior department?
We're looking for an Administrative Support Officer to join our Chief Operating Officer's (COO) Team as maternity cover until June 2024, either as a fixed-term or secondment opportunity.
The COO's office covers senior directors and managers responsible for the day-to-day management and running of our hospitals, departments, and services, and also includes support staff such as business managers, administrative officers and personal assistants. This is a fast-paced environment where priorities can change quickly, and our support staff play an important role in assisting senior staff to support clinical teams to deliver excellent care to our patients.
Day-to-day you'll be part of a small, friendly team of managers and personal assistants, where you'll help to provide excellent admin and business support to senior directors and other staff, including supporting COO projects and documents, managing and providing support to various meeting and events, coordinating staff rotas, managing emails and other correspondence, and more. No two-days are the same, the work is varied and can change quickly, and you'll be expected to work both under your own initiative without supervision and as part of a team.
Main duties of the job
We're looking for a highly organised multi-tasker who is self-motivated and happy to get involved and help the team deliver on its work. You'll need existing experience in an admin role or hold an NVQ in Business Administration, be confident on Microsoft Office applications, and ideally have existing experience within the NHS or a healthcare setting, though we're happy to be flexible for the right person.
Core duties of the role are:
- Providing an effective and excellent administrative support service to colleagues in the Chief Operating Officer's (COO's) Office, including senior managers and support staff, and working with other departments and colleagues across the Trust
- Supporting a number of key businesses functions and projects, including formal and informal meetings, supporting Personal Assistants with diary management and secretarial support, and coordinating departmental admin tasks
- Coordinating and circulating staff rotas such as Senior COO lead, First on Call etc.
- Managing meeting arrangements, bookings and administration, including room bookings refreshments and equipment, and the follow-up and reporting of meeting minutes and actions
- Using Microsoft Office and other software packages to undertake various other tasks, such as checking and sending letters and other correspondence, updating documents, and more
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Qualifications
Essential
- GCSE (or equivalent qualifications or equivalent experience) in English and Mathematics, at grade 4/C or above
- NVQ Level 3 in Business Administration or equivalent qualifications or equivalent experience
- OCR II or equivalent in Word Processing/typing or equivalent qualifications or equivalent experience
Desirable
Experience
Essential
- Appropriate experience in an administrative role within an office environment.
- Microsoft Office skills at intermediate level - Word, Excel and Outlook, e.g. demonstrated by short courses or experience.
- Experience of working with minimum supervision.
Desirable
- Experience of working within a healthcare setting.
- Basic knowledge of Primary and/or Community Healthcare.
- Experience of Patient Health Record Systems, such as SystmOne or Patient Centre.
- Ability to maintain accurate written records and statistics.
- Basic knowledge of the NHS.
- Knowledge of Insight system.
Further training
Essential
- High level of Customer Care/Service skills demonstrated by course or experience.
Desirable
- Customer Service qualification.
Special Skills / Aptitudes
Essential
- Excellent organisational skills, along with the ability to prioritise your own varied workload and meet deadlines
- Good interpersonal, oral, and written communication skills
- Excellent telephone manner, demonstrating empathy, efficiency, and patience at all times.
- Confidence to record information, requiring a very high level of accuracy and good grammar.
- Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner.
- Ability to communicate with professionals across a range of agencies and services in a professional manner.
- Willing and able to carry out a range of office duties e.g. filing, photocopying and scanning.
- Ability to work as part of a team, yet also have the ability to act on own initiative and to specific instruction, whilst remaining driven to support the delivery of excellent patient care.
- Able to work under pressure and in a busy environment, whilst remaining calm and polite.
- Ability to multi-task.
- Willingness to work flexible hours to meet the requirements of the service.
Desirable
- Ability to identify areas for improvement/development to streamline processes.
Person Specification
Qualifications
Essential
- GCSE (or equivalent qualifications or equivalent experience) in English and Mathematics, at grade 4/C or above
- NVQ Level 3 in Business Administration or equivalent qualifications or equivalent experience
- OCR II or equivalent in Word Processing/typing or equivalent qualifications or equivalent experience
Desirable
Experience
Essential
- Appropriate experience in an administrative role within an office environment.
- Microsoft Office skills at intermediate level - Word, Excel and Outlook, e.g. demonstrated by short courses or experience.
- Experience of working with minimum supervision.
Desirable
- Experience of working within a healthcare setting.
- Basic knowledge of Primary and/or Community Healthcare.
- Experience of Patient Health Record Systems, such as SystmOne or Patient Centre.
- Ability to maintain accurate written records and statistics.
- Basic knowledge of the NHS.
- Knowledge of Insight system.
Further training
Essential
- High level of Customer Care/Service skills demonstrated by course or experience.
Desirable
- Customer Service qualification.
Special Skills / Aptitudes
Essential
- Excellent organisational skills, along with the ability to prioritise your own varied workload and meet deadlines
- Good interpersonal, oral, and written communication skills
- Excellent telephone manner, demonstrating empathy, efficiency, and patience at all times.
- Confidence to record information, requiring a very high level of accuracy and good grammar.
- Able to understand, demonstrate and maintain confidentiality and security within the service, along with the ability to process personal details in an appropriate and sensitive manner.
- Ability to communicate with professionals across a range of agencies and services in a professional manner.
- Willing and able to carry out a range of office duties e.g. filing, photocopying and scanning.
- Ability to work as part of a team, yet also have the ability to act on own initiative and to specific instruction, whilst remaining driven to support the delivery of excellent patient care.
- Able to work under pressure and in a busy environment, whilst remaining calm and polite.
- Ability to multi-task.
- Willingness to work flexible hours to meet the requirements of the service.
Desirable
- Ability to identify areas for improvement/development to streamline processes.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
