Job summary
We are looking for an enthusiastic Administration Assistant to join our Safety Department at the Education Centre. This is a Band 3 role on a fixed-term contract, working 22.5 hours per week. You will play a key part in supporting the department to maintain health and safety compliance across the Trust. If you have strong organisational skills, excellent communication, and enjoy working in a team environment, this could be the perfect opportunity for you.
Main duties of the job
As an Administration Assistant, you will provide essential administrative support to the Safety Department, including:
- Acting as the first point of contact for internal and external queries.
- Managing diaries, scheduling meetings, preparing agendas, and taking minutes.
- Maintaining departmental records and handling document management.
- Supporting training administration, including booking rooms, managing attendance records, and preparing materials.
- Assisting with procurement and stock control using Trust systems.
- Coordinating site inspections, logging actions, and reporting repairs.
- Providing support for incident investigations and routine health and safety queries.
- Organising your own workload and assisting with ad hoc projects as required.
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 and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification Essential Skills and Abilities
- Standard keyboard skills.
- Ability to take and transcribe meeting minutes accurately.
- Strong organisational skills and ability to prioritise workload.
- Ability to work independently and use own initiative.
- High level of confidentiality and discretion.
- Effective team player with good problem-solving skills.
- Excellent written and verbal communication skills with people at all levels.
- Proficient in Microsoft Office applications (Word, Excel, Outlook).
Knowledge and Experience
- Knowledge of secretarial or administrative procedures and systems.
- Significant experience using Microsoft applications (Word, Excel, PowerPoint, Outlook).
Desirable
- Familiarity with Kallidus training system.
- Experience with SAP Ariba procurement system.
Qualifications
- Good standard of education (GCSE or equivalent).
- Office administration and/or secretarial qualifications (RSA Level 3, NVQ 3, or equivalent experience).
- Highly computer literate.
- ECDL or other Microsoft Office qualifications (desirable).
Aptitudes
- Effective communication with a wide range of stakeholders.
- Good time management and flexibility.
- Motivated to deliver consistent, high-quality service.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification Essential Skills and Abilities
- Standard keyboard skills.
- Ability to take and transcribe meeting minutes accurately.
- Strong organisational skills and ability to prioritise workload.
- Ability to work independently and use own initiative.
- High level of confidentiality and discretion.
- Effective team player with good problem-solving skills.
- Excellent written and verbal communication skills with people at all levels.
- Proficient in Microsoft Office applications (Word, Excel, Outlook).
Knowledge and Experience
- Knowledge of secretarial or administrative procedures and systems.
- Significant experience using Microsoft applications (Word, Excel, PowerPoint, Outlook).
Desirable
- Familiarity with Kallidus training system.
- Experience with SAP Ariba procurement system.
Qualifications
- Good standard of education (GCSE or equivalent).
- Office administration and/or secretarial qualifications (RSA Level 3, NVQ 3, or equivalent experience).
- Highly computer literate.
- ECDL or other Microsoft Office qualifications (desirable).
Aptitudes
- Effective communication with a wide range of stakeholders.
- Good time management and flexibility.
- Motivated to deliver consistent, high-quality service.
Person Specification
Must meet essential criteria for the role.
Essential
- Good standard of education (GCSE)
- Office administration or secretarial qualification (RSA Level 3, NVQ 3) or equivalent experience.
- Strong functional skills using Microsoft 365 (Word, Excel, Outlook).
- Ability to take and transcribe meeting minutes.
- Strong organisational skills and ability to prioritise workload.
- Ability to work accurately and efficiently
- Demonstrate effective written and verbal communication skills with the ability to communicate to a range of staff at all levels within the Organisation
- Ability to maintain confidentiality.
Desirable
- Knowledge of Kallidus training system.
- Knowledge of SAP Ariba procurement system.
- ECDL or other Microsoft Office qualifications.
- Previous experience in a health and safety or NHS environment.
Person Specification
Must meet essential criteria for the role.
Essential
- Good standard of education (GCSE)
- Office administration or secretarial qualification (RSA Level 3, NVQ 3) or equivalent experience.
- Strong functional skills using Microsoft 365 (Word, Excel, Outlook).
- Ability to take and transcribe meeting minutes.
- Strong organisational skills and ability to prioritise workload.
- Ability to work accurately and efficiently
- Demonstrate effective written and verbal communication skills with the ability to communicate to a range of staff at all levels within the Organisation
- Ability to maintain confidentiality.
Desirable
- Knowledge of Kallidus training system.
- Knowledge of SAP Ariba procurement system.
- ECDL or other Microsoft Office qualifications.
- Previous experience in a health and safety or NHS environment.
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).
Employer details
Employer name
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Health and Safety Department
Level 5, Education Centre, Upper Maudlin Street
Bristol
BS2 8AE
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
