Job summary
Join our team as a Directorate Administration Officer!
Are you an organised and proactive person looking to make a meaningful difference in a busy and diverse workplace? Our directorate comprises colleagues working in Finance, Fraud, Commercial and Estates (FCE) colleagues, and this role will provide a wide range of administrative support to colleagues across all our teams.
Examples of what you'll do
- Support our Commercial team with production and publishing of contracts and reports
- Support managers with recruitment and induction
- Order goods and services, raise invoices, collate Key Performance data
- Maintain our intranet pages
- Source and promote volunteering days for FCE colleagues
- And lots of general administrative activities, from car hire booking to diary management and more!
If you've got strong communication skills, and enjoy collaborating and problem solving, then we'd like to hear from you.
This post part-time, 22.5 hours per week, and secondment applications are welcome too. Apply now and be part of a great team, making a difference in the NHSBSA.
Main duties of the job
A key member of the Finance, Commercial and Estates directorate's Business and Improvement Team, working closely with colleagues from across the directorate to carry out a wide range of admin and support functions.
This may include:
- securing quotes, raising requisitions and ordering goods and services in line with standing financial instructions
- Supporting managers with recruitment and induction; delivering local induction to new starters
- Producing regular and ad hoc reports
- Collating timely KPI information and performance dashboards
- Teams and intranet champion, ensuring information is up to date and accurate
- Researching and promoting volunteering opportunities
- Engaging with NHSBSA networks (e.g. wellbeing) to promote wellbeing activities across the directorate
- Supporting achievement or maintenance of quality standards and accreditations
- Undertaking contract production and redactions
- Organising hire cars, travel and accommodation
- Diary management support
About us
Here at the NHS Business Services Authority (NHSBSA), what we do matters.
We manage the NHS Pension scheme, process prescription payments and much more. Our services are used by NHS organisations, contractors and the public: we take pride in being part of something so meaningful, that touches millions of lives.
Just as we design our services around the needs of our customers, we place our people at the heart of our organisation. That's why when you join us, you'll be empowered and given the right support to help your career grow.
As one of the UK's Best Big Companies to work for, we're all connected to our values: Collaborative, Adventurous, Reliable and Energetic. We care about our people, our purpose, and your progress.
We strive to offer a fantastic colleague experience, where every voice is heard, and every colleague is supported and respected. Wellbeing, diversity and inclusion is at the centre of this, so when you join us, you can connect with our Lived Experience Networks who help us to bring our authentic selves to work.
We welcome applications from people of all backgrounds and circumstances. We are committed and proud to be a flexible employer and will endeavour to offer a working pattern that suits you wherever possible, whether that be hybrid working, flexible hours, job sharing and more.
Ready to join us on our journey to be a catalyst for better health? Apply today and see where the NHSBSA can take you.
We are people connected to care.
Job description
Job responsibilities
In this role, you are accountable for:
1. Ordering of goods and services in full compliance with NHSBSA standing financial instructions and financial procedures, including raising requisitions and POs, chasing payment approvals, securing and reviewing quotes as required.
2. Coordinating the recruitment of new staff across the Directorate using NHS Jobs (and/or TRAC), from entering vacancies through toconfirming candidate start dates. Supporting the coordination of interviews and assessment centres as required.
3. Producing regular and ad hoc reports from key systems including NHSBSAs e-procurement system as required by the Commercial team. Collating information for other Commercial monthly and quarterly reports, and Board report pipeline management.
4. Supporting Commercial colleagues with individual procurements; maintaining the Contract Register for Commercial Services.
5. Collating accurate and timely KPI information and performance dashboards for internal and external customers.
6. Supporting the Directorate Business Manager in researching, sourcing and booking training courses, events and other CPD opportunities for directorate colleagues.
7. Acting as a Teams and Hub (intranet) champion for the Directorate, ensuring information and content is up to date and accurate, with regular news articles researched and published.
8. Taking a lead in researching and promoting volunteering opportunities and charitable work for Directorate colleagues; maintaining accurate records of volunteering completed.
9. Being a member of the NHSBSA Wellbeing Network, and coordinating and promoting wellbeing activities across the Directorate.
10. Supporting our teams with work to achieve or maintain quality standards and accreditations; coordinating award entries.
11. General administrative and clerical tasks including Undertaking the production and preparation of documents as requested including contracts, correspondence, reports, emails etc which may include commercially confidential and/or personal information Cheque stationery ordering and daily payments cheques printing for Financial Operations team Processing full financial administration in respect of pre-payment certificate refunds, including the input of information and processing of postal order refunds Arranging travel and accommodation for colleagues General administrative duties including scanning, photocopying, document management, printing, filing. Opening, sorting and distributing postal correspondence to relevant parties. Responding to telephone and email enquiries appropriately (which may contain sensitive and commercially confidential information) Coordinating the digitisation and archiving of Directorate paperwork Providing diary management support to Heads of Service, coordinating meetings including room/Teams/virtual bookings, creating and distributing agendas and papers, minute taking and ensuring actions points are recorded and followed up.
12. Ability to work under pressure, meet deadlines and prioritise your own workload. Taking responsibility for self-management and identifying personal development needs to the benefit of the business
Job description
Job responsibilities
In this role, you are accountable for:
1. Ordering of goods and services in full compliance with NHSBSA standing financial instructions and financial procedures, including raising requisitions and POs, chasing payment approvals, securing and reviewing quotes as required.
2. Coordinating the recruitment of new staff across the Directorate using NHS Jobs (and/or TRAC), from entering vacancies through toconfirming candidate start dates. Supporting the coordination of interviews and assessment centres as required.
3. Producing regular and ad hoc reports from key systems including NHSBSAs e-procurement system as required by the Commercial team. Collating information for other Commercial monthly and quarterly reports, and Board report pipeline management.
4. Supporting Commercial colleagues with individual procurements; maintaining the Contract Register for Commercial Services.
5. Collating accurate and timely KPI information and performance dashboards for internal and external customers.
6. Supporting the Directorate Business Manager in researching, sourcing and booking training courses, events and other CPD opportunities for directorate colleagues.
7. Acting as a Teams and Hub (intranet) champion for the Directorate, ensuring information and content is up to date and accurate, with regular news articles researched and published.
8. Taking a lead in researching and promoting volunteering opportunities and charitable work for Directorate colleagues; maintaining accurate records of volunteering completed.
9. Being a member of the NHSBSA Wellbeing Network, and coordinating and promoting wellbeing activities across the Directorate.
10. Supporting our teams with work to achieve or maintain quality standards and accreditations; coordinating award entries.
11. General administrative and clerical tasks including Undertaking the production and preparation of documents as requested including contracts, correspondence, reports, emails etc which may include commercially confidential and/or personal information Cheque stationery ordering and daily payments cheques printing for Financial Operations team Processing full financial administration in respect of pre-payment certificate refunds, including the input of information and processing of postal order refunds Arranging travel and accommodation for colleagues General administrative duties including scanning, photocopying, document management, printing, filing. Opening, sorting and distributing postal correspondence to relevant parties. Responding to telephone and email enquiries appropriately (which may contain sensitive and commercially confidential information) Coordinating the digitisation and archiving of Directorate paperwork Providing diary management support to Heads of Service, coordinating meetings including room/Teams/virtual bookings, creating and distributing agendas and papers, minute taking and ensuring actions points are recorded and followed up.
12. Ability to work under pressure, meet deadlines and prioritise your own workload. Taking responsibility for self-management and identifying personal development needs to the benefit of the business
Person Specification
Personal Qualities Knowledge and Skills
Essential
- Energetic, enthusiastic, proactive, team player
- Competent in use of MS Office and experienced in use of IT systems
- Experience in use of office equipment
- Excellent customer service
- Communicate effectively with internal and external stakeholders
- Organised, accurate, able to prioritise
- Record keeping, producing reports, using data
Experience
Essential
- Admin in a busy office environment
- Raising requisitions, orders, processing invoices
- Organising meetings and events
- Minute taking
Desirable
- Working in the NHS or other large organisations
- Working with senior managers on a daily basis
Qualifications
Essential
- 5 GCSE grade C including maths and english (or equivalent)
- Demonstrable commitment to personal development
Desirable
- NVQ level 3 or equivalent in a relevant discipline such as Administration, Customer Service, Finance or Business
Person Specification
Personal Qualities Knowledge and Skills
Essential
- Energetic, enthusiastic, proactive, team player
- Competent in use of MS Office and experienced in use of IT systems
- Experience in use of office equipment
- Excellent customer service
- Communicate effectively with internal and external stakeholders
- Organised, accurate, able to prioritise
- Record keeping, producing reports, using data
Experience
Essential
- Admin in a busy office environment
- Raising requisitions, orders, processing invoices
- Organising meetings and events
- Minute taking
Desirable
- Working in the NHS or other large organisations
- Working with senior managers on a daily basis
Qualifications
Essential
- 5 GCSE grade C including maths and english (or equivalent)
- Demonstrable commitment to personal development
Desirable
- NVQ level 3 or equivalent in a relevant discipline such as Administration, Customer Service, Finance or Business
Additional information
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).
