Go back
NHS Business Services Authority

Directorate Administration Support

The closing date is 23 July 2025

Apply for this job

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?

o Hybrid working - offering flexibility to work predominantly from home with the opportunity to be office based should you prefer, or if business needs require ito 27 days leave (increasing with length of service) plus 8 bank holidayso Opportunities for developmento Active wellbeing and inclusion networkso Excellent pensiono Various salary sacrifice schemeso Employee Assistance programme, offering free 24/7 support for you and your loved oneso Access to a wide range of benefits and high street and online 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're proud to be part of something meaningful, that touches millions of lives.We design our services around customer needs and place people at the heart of our organisation. That's why when you join us, you'll be empowered and supported to help your career grow.As one of the UK's Best Big Companies to work for, we're 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 colleague is heard, supported and respected. Wellbeing, diversity and inclusion is at the centre of this, and you can join our Lived Experience Networks who help us bring our authentic selves to work.We're committed to being a flexible employer and we try to offer a working pattern that suits you where possible, through hybrid working, flexible hours and more.Alongside a competitive salary with pay progression, we offer a people-centric benefits package, connecting you to the rewards and benefits you value most!Ready to join us in delivering business service excellence to the NHS, helping people live longer, healthier lives? Apply today and see where the NHSBSA can take you.We are people connected to care.

Details

Date posted

09 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

914-BSA7292883

Job locations

Stella House, Newcastle

Newcastle upon Tyne

NE15 8NY


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

Employer details

Employer name

NHS Business Services Authority

Address

Stella House, Newcastle

Newcastle upon Tyne

NE15 8NY


Employer's website

https://careers.nhsbsa.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

NHS Business Services Authority

Address

Stella House, Newcastle

Newcastle upon Tyne

NE15 8NY


Employer's website

https://careers.nhsbsa.nhs.uk/ (Opens in a new tab)

Employer contact details

For questions about the job, contact:

Head of Strategy, Planning & Performance

Ashleigh Peel-Lowes

ashleigh.peel-lowes@nhsbsa.nhs.uk

Details

Date posted

09 July 2025

Pay scheme

Agenda for change

Band

Band 3

Salary

£24,937 to £26,598 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

914-BSA7292883

Job locations

Stella House, Newcastle

Newcastle upon Tyne

NE15 8NY


Supporting documents

Privacy notice

NHS Business Services Authority's privacy notice (opens in a new tab)