Job summary
We are recruiting two Medicine Management Administrators to join our divisional administration team within the Medicine Division at Gloucestershire Hospitals NHS Foundation Trust.
This is a Band 3 post sitting within a small team that supports the Divisional Triumvirate across Cheltenham General Hospital and Gloucestershire Royal Hospital. The role is primarily focused on meeting administration, with wider administrative duties as directed by the Divisional PA.
If you are organised, reliable, and looking to build your NHS career in an operational environment, this could be the right opportunity for you.
Main duties of the job
The post holder will manage a portfolio of divisional and Tri meetings from end to end, covering agenda preparation, minute-taking, and action log management. They will coordinate room bookings, venue arrangements, and meeting invites across both hospital sites.
Other duties include creating and collating the divisional rota for bank holidays, midterms, and periods of operational pressure, managing shared divisional inboxes, supporting Vacancy Control Panel administration, and P2P ordering and invoicing. The post holder may also be asked to take on other administrative tasks as the needs of the division change.
Cross-site working between Cheltenham and Gloucester is a requirement of the role.
About us
Gloucestershire Hospitals NHS Foundation Trust is the largest employer in Gloucestershire, with over 9,000 staff across two hospital sites. We take pride in placing people at the centre of everything we do, working together as a united team with a shared commitment to grow and develop.
Joining the Trust comes with an NHS pension, generous annual leave, competitive bank rates, access to two on-site nurseries, discounted public transport, and a range of health and wellbeing support. We are committed to equality, diversity, and inclusion, and to building a workplace where everyone can thrive.
Job description
Job responsibilities
Please refer to the attached job description for the full person specification and duties. The post holder will be responsible for:
Managing a portfolio of divisional and Tri meetings, including agenda preparation, minute-taking, and maintaining action logs
Creating and distributing meeting invites, booking rooms, and arranging venues including any audio-visual requirements
Creating and collating the divisional rota for bank holidays, midterms, and periods of operational pressure
Managing and overseeing shared divisional inboxesSupporting P2P ordering, invoicing, and procurement administration
Administering the Divisional Vacancy Control Panel processes
Escalating IT issues and supporting communications during service disruptions
Working flexibly across both Cheltenham General Hospital and Gloucestershire Royal Hospital
Undertaking other duties appropriate to the grade as directed by the line manager
Job description
Job responsibilities
Please refer to the attached job description for the full person specification and duties. The post holder will be responsible for:
Managing a portfolio of divisional and Tri meetings, including agenda preparation, minute-taking, and maintaining action logs
Creating and distributing meeting invites, booking rooms, and arranging venues including any audio-visual requirements
Creating and collating the divisional rota for bank holidays, midterms, and periods of operational pressure
Managing and overseeing shared divisional inboxesSupporting P2P ordering, invoicing, and procurement administration
Administering the Divisional Vacancy Control Panel processes
Escalating IT issues and supporting communications during service disruptions
Working flexibly across both Cheltenham General Hospital and Gloucestershire Royal Hospital
Undertaking other duties appropriate to the grade as directed by the line manager
Person Specification
Qualifications and Training
Essential
- GCSE English and Maths at grade C/4 or above, or equivalent qualification
Desirable
- NVQ Level 3 in Business Administration or equivalent
Knowledge and Skills
Essential
- Proficiency in Microsoft Office including Outlook, Word, Excel, and Teams
- Ability to take accurate, clear, and professional minutes
- Ability to prepare and manage agendas and action logs
- Strong written and verbal communication skills with a good standard of English
- Ability to manage own workload, prioritise tasks, and meet deadlines
- Understanding of confidentiality and data protection principles
Desirable
- Familiarity with NHS systems or processes (e.g. ESR, procurement systems)
Experience
Essential
- Previous administrative or office-based support experience
- Experience supporting meetings, including agenda preparation and minute-taking
- Experience of maintaining action logs and tracking outcomes
Desirable
- Experience working in an NHS or healthcare setting
Personal Attributes
Essential
- Organised and methodical, with strong attention to detail
- Proactive and able to use own initiative appropriately
- Confident communicator, able to liaise professionally with staff at all levels
- Flexible team player, able to adapt to changing priorities
- Ability to work across multiple sites as required
- Committed to own professional development and continuous improvement
Person Specification
Qualifications and Training
Essential
- GCSE English and Maths at grade C/4 or above, or equivalent qualification
Desirable
- NVQ Level 3 in Business Administration or equivalent
Knowledge and Skills
Essential
- Proficiency in Microsoft Office including Outlook, Word, Excel, and Teams
- Ability to take accurate, clear, and professional minutes
- Ability to prepare and manage agendas and action logs
- Strong written and verbal communication skills with a good standard of English
- Ability to manage own workload, prioritise tasks, and meet deadlines
- Understanding of confidentiality and data protection principles
Desirable
- Familiarity with NHS systems or processes (e.g. ESR, procurement systems)
Experience
Essential
- Previous administrative or office-based support experience
- Experience supporting meetings, including agenda preparation and minute-taking
- Experience of maintaining action logs and tracking outcomes
Desirable
- Experience working in an NHS or healthcare setting
Personal Attributes
Essential
- Organised and methodical, with strong attention to detail
- Proactive and able to use own initiative appropriately
- Confident communicator, able to liaise professionally with staff at all levels
- Flexible team player, able to adapt to changing priorities
- Ability to work across multiple sites as required
- Committed to own professional development and continuous improvement
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.
