Job summary
Are you an enthusiastic, organised, and self-motivated professional looking to take the reins on exciting administrative initiatives? Join our team, working across our Strategy, Planning & Performance and Business Innovation and Customer Experience.
In this pivotal position, you'll work closely with senior leaders across the Strategy, Performance and Business Development Directorate, contributing to critical work and supporting teams as they shape the future. You'll be responsible for driving seamless administration, collaborating with our other Directorate Admin Support to bring ambitious, cross-directorate initiatives to life. This is an opportunity to not only build valuable skills but to grow and make a real impact every day.
What do we offer?
- 27 days leave (increasing with length of service) plus 8 bank holidays
- Flexible working (we are happy to discuss options such as compressed hours)
- Flexi time
- Hybrid working model (we are currently working largely remotely)
- Career development
- Active wellbeing and inclusion networks
- Excellent pension
- NHS Car lease scheme
- Access to a wide range of benefits and high street discounts!
Main duties of the job
- Dealing with enquiries from internal and external contactsappropriately which maybe sensitive and confidential information.
- Develop and maintain effective information management systems. This will include developing and maintaining a shared reference,information and filing system both in paper and electronic form as appropriate.
- Assist in the distribution of information including the confidential documents.
- Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may includeconfidential information.
- Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded.
- The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.
- Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties
- Acting independently and being able to work as part of a team.
- Ability to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.
- Contributing to a culture of continuous improvement, customer and service excellence
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. Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which maybe sensitive and confidential information.
2. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference, information and filing system both in paper and electronic form as appropriate.
3. Assist in the photocopying and distribution of information including the confidential documents.
4. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may include confidential information.
5. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded.
6. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.
7. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties to include but not limited to: typing of relevant papers, producing attendance lists, subsequent records and photocopying information.
8. General office duties such as photocopying and preparing information utilising relevant software applications where required, and circulating documents.
9. Acting independently and being able to work as part of a team. Need to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.
10. Contributing to a culture of continuous improvement, customer and service excellence by adhering to agreed procedures and making suggestions for improvements.11. Adopting the Authority Values and Behaviours and exhibits these in working practices
12. Using the ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.
Job description
Job responsibilities
In this role, you are accountable for:
1. Answering and responding to telephone and email enquiries appropriately. Dealing with enquiries from internal and external contacts appropriately which maybe sensitive and confidential information.
2. Develop and maintain effective information management systems. This will include developing and maintaining a shared reference, information and filing system both in paper and electronic form as appropriate.
3. Assist in the photocopying and distribution of information including the confidential documents.
4. Undertaking the preparation of documents as requested including letters, reports and email correspondence some of which may include confidential information.
5. Planning, arranging and attending meetings as requested. This includes agenda co-ordination, minute taking and dissemination of agendas and minutes, ensuring action points are recorded.
6. The booking of travel, accommodation and ordering of refreshments for meetings and reception of external visitors as appropriate.
7. Assisting in the administration of directorate wider business events or meetings by undertaking a wide range of duties to include but not limited to: typing of relevant papers, producing attendance lists, subsequent records and photocopying information.
8. General office duties such as photocopying and preparing information utilising relevant software applications where required, and circulating documents.
9. Acting independently and being able to work as part of a team. Need to monitor own workload and prioritise activities and take responsibility for self-management and to identify personal development needs to the benefit of the business.
10. Contributing to a culture of continuous improvement, customer and service excellence by adhering to agreed procedures and making suggestions for improvements.11. Adopting the Authority Values and Behaviours and exhibits these in working practices
12. Using the ORO system to facilitate the identification, delivery and evaluation of personal training and development activities.
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English.
Desirable
- Administration qualification, ie NVQ level 3 or equivalent,
- ECDL
Personal Qualities, Knowledge and Skills
Essential
- Good standard of computer literacy including Email
- Databases
- Experience of using Word and Excel
- Experience of using office equipment
- Able to use and produce power point presentations
- Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative.
- Flexible approach to work.
- Able to communicate and engage well at all levels.
- Team worker, friendly.
- Customer driven
- Excellent telephone manner.
- Discreet, confidential, organised.
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Significant administration experience in a busy office environment
- Experience of working within deadlines in a pressured environment
Person Specification
Qualifications
Essential
- Minimum 5 GCSE's Grade C (or equivalent) including English.
Desirable
- Administration qualification, ie NVQ level 3 or equivalent,
- ECDL
Personal Qualities, Knowledge and Skills
Essential
- Good standard of computer literacy including Email
- Databases
- Experience of using Word and Excel
- Experience of using office equipment
- Able to use and produce power point presentations
- Good understanding of computerised office systems.
- Able to continually prioritise workload
- Able to produce accurate work at a high volume
- Able to work on own initiative.
- Flexible approach to work.
- Able to communicate and engage well at all levels.
- Team worker, friendly.
- Customer driven
- Excellent telephone manner.
- Discreet, confidential, organised.
Desirable
- Ability to multi-task
- Ability to work to tight deadlines
Experience
Essential
- Significant administration experience in a busy office environment
- Experience of working within deadlines in a pressured 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).
