Job summary
An opportunity for a business administrator has come up in Digital services for 6 months cover.
The Business Administrator will ensure that visitors are received in a friendly and professional manner, help promote and participate in the smooth running of the Digital Services department by providing an efficient and welcoming reception service dealing politely and effectively with enquiries both over the telephone, email and in person.
The post holder will be responsible for providing an executive administrative support function to the CIO & Deputy CIO/Head of Digital Programmes and Digital Services General Manager as well as facilitate all agreed administrative tasks within the Digital Portfolio Communications Working Group.
In addition, the post holder will also support all agreed administration tasks required to facilitate the general management of the department as directed by the Digital Service General Manager and Digital Services Business Coordinator.
Main duties of the job
The Role is to provide an effective business administrative function service to the Digital Services General Manager and wider Digital Services Department including:
- To take responsibility for correspondence and reports, which includesdrafting and typing of letters and reports (some of which may beconfidential) that require high levels of concentration in a busy officeenvironment.
- Arranging meetings, making appointments.
- To organise meeting, demonstrations, including booking rooms, catering, presentation equipment, and liaison with presenters, drafting programmes and on the day, event management.
- To appropriately deal with all enquiries in a responsive and professional manner to ensure a positive image at all times.
- To liaise with all disciplines of staff, both within and outside the Trust to ensure that effective communications are maintained.
- To receive calls and correspondence from staff within the Trust ormembers of the public, some of which may constitute complaints.
We welcome applicants from all backgrounds and communities, and in particular those that are currently under represented in our workforce. This includes, but is not limited to, Black, Asian and EthnicMinority candidates, candidates with disabilities, and female candidates.
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description, main responsibilities, and Person Specification, please refer to the job description document attached to this vacancy.
Person Specification
Knowledge and Experience
Essential
- Experience of dealing with the public, on the telephone, email and in person
- Experience of working in a busy office/business environment, utilising both secretarial and administrative skills
- Knowledge of computers and email services
- Knowledge and experience of Microsoft Word, Excel, Publisher and Outlook
- Knowledge and experience of Microsoft Teams and or Cisco Webex Tools or similar products
- Experience of data input
Desirable
- Previous experience of the NHS or public sector
- Knowledge of hospital patient administration system
Skills and Ability
Essential
- Ability to deal with varying levels of staff and visitors, junior through to senior
- Ability to prioritise
- Ability to organise own workload
- Ability to work in a team or using own initiative
- Ability to manage own workload and meet deadlines and work under pressure
- Ability to interrogate semi complex information
- Problem Solving
Aptitudes
Essential
- Good communication skills
- Attention to detail
- Confident to challenge
- Understands the need for confidentiality
- Flexible and adaptable approach
- Positive, friendly disposition and self-motivator
- Willingness to learn new systems
Qualifications and Training
Essential
- Qualified to a level 4 standard (e.g. Higher National Certificate, Higher National Diploma, or NVQ level 4) in office/business administration or an equivalent level of experience.
Desirable
- Qualification in IT office tools
Person Specification
Knowledge and Experience
Essential
- Experience of dealing with the public, on the telephone, email and in person
- Experience of working in a busy office/business environment, utilising both secretarial and administrative skills
- Knowledge of computers and email services
- Knowledge and experience of Microsoft Word, Excel, Publisher and Outlook
- Knowledge and experience of Microsoft Teams and or Cisco Webex Tools or similar products
- Experience of data input
Desirable
- Previous experience of the NHS or public sector
- Knowledge of hospital patient administration system
Skills and Ability
Essential
- Ability to deal with varying levels of staff and visitors, junior through to senior
- Ability to prioritise
- Ability to organise own workload
- Ability to work in a team or using own initiative
- Ability to manage own workload and meet deadlines and work under pressure
- Ability to interrogate semi complex information
- Problem Solving
Aptitudes
Essential
- Good communication skills
- Attention to detail
- Confident to challenge
- Understands the need for confidentiality
- Flexible and adaptable approach
- Positive, friendly disposition and self-motivator
- Willingness to learn new systems
Qualifications and Training
Essential
- Qualified to a level 4 standard (e.g. Higher National Certificate, Higher National Diploma, or NVQ level 4) in office/business administration or an equivalent level of experience.
Desirable
- Qualification in IT office tools
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).
