Gloucestershire Health and Care NHS Foundation Trust

Administrative Support Officer

The closing date is 20 July 2025

Job summary

Support the provision of an efficient secretarial and administrative support to the Chief Operating Officer ('COO') and Deputy Chief Operating Officer's ('DCOO's')

Prioritise documentation including minutes, agendas, action logs

Management of multiple complex diary arrangements

Work as a member of the Senior Operations Team to ensure service delivery and administration cover is provided

Provide effective communications and relationships with internal and external contacts

Project the professional image of the Trust through demonstrating excellent customer care and confidentiality in all activities

To maintain confidentiality at all times

Main duties of the job

To provide a full range of secretarial and administration support

Work closely, as part of a team with the Senior Executive PA to the Chief Operating Officer

To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, propose changes to improve working practices

To use Microsoft office packages to produce reports, spreadsheets, presentations and emails to a high quality standard

To undertake any other administrative duties as and when required

To provide cover for the Senior Executive PA to the Chief Operating Officer

Assist with diary management and schedule a variety of meetings on behalf of the COO and DCOOs

Collation of meeting papers and dissemination in a timely manner

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

About us

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.

Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:

72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.

This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

Date posted

07 July 2025

Pay scheme

Agenda for change

Band

Band 4

Salary

£26,530 to £29,114 a year per annum pro rata

Contract

Permanent

Working pattern

Part-time

Reference number

327-25-546

Job locations

Edward Jenner Court

Gloucestershire Business Park

Brockworth

GL3 4AW

Job description

Job responsibilities

To produce documentation including minutes, agendas, presentations, action logs to a high accurate standard.

Assist with complex diary demands and travel arrangements for the COO and DCOOs.

To undertake other administrative duties as required by the COO and DCOOs including HR processes such as sickness monitoring, leave approval, scheduling and recording of appraisals and assisting with recruitment.

Arrange workshops and be responsible for hospitality and the booking of venues.

To ensure meeting rooms are appropriately equipped and maintained before use. Liaise with the Senior Executive PA to the COO on maintaining a comprehensive electronic filing system to ensure visibility across the department.

To be flexible in travelling/working between all Trust sites, where required.

Schedule site visits for the COO and DCOOs across a variety of Services.

To be responsible for several office systems including ordering stationery, raising purchase orders and payment of invoices.

To answer internal and external telephone enquiries and take appropriate action.

Always maintain confidentiality.

To provide effective communications and relationships with internal and external contacts, ensuring that messages and relations contribute positively to the Trusts reputation and credibility.

Actively participate in team meetings and discussions with colleagues to make constructive suggestions as to how services could be improved within own work area and implementing such changes with guidance from line manager.

Job description

Job responsibilities

To produce documentation including minutes, agendas, presentations, action logs to a high accurate standard.

Assist with complex diary demands and travel arrangements for the COO and DCOOs.

Arrange workshops and be responsible for hospitality and the booking of venues.

To be flexible in travelling/working between all Trust sites, where required.

Schedule site visits for the COO and DCOOs across a variety of Services.

To be responsible for several office systems including ordering stationery, raising purchase orders and payment of invoices.

To answer internal and external telephone enquiries and take appropriate action.

Always maintain confidentiality.

To provide effective communications and relationships with internal and external contacts, ensuring that messages and relations contribute positively to the Trusts reputation and credibility.

Person Specification

Qualifications

Essential

NVQ Level 3 in administration or equivalent
Good literacy and numeracy skills
IT Microsoft Office knowledge and work based experience in Word, Excel, PowerPoint, Outlook and MS Teams

Experience

Essential

Previous experience of working in an administrative role
Experience in taking formal minutes and notes at meetings

Person Specification

Qualifications

Essential

NVQ Level 3 in administration or equivalent
Good literacy and numeracy skills
IT Microsoft Office knowledge and work based experience in Word, Excel, PowerPoint, Outlook and MS Teams

Experience

Essential

Previous experience of working in an administrative role
Experience in taking formal minutes and notes at meetings

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.

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

Gloucestershire Business Park

Brockworth

GL3 4AW

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)

Employer details

Employer name

Gloucestershire Health and Care NHS Foundation Trust

Address

Edward Jenner Court

Gloucestershire Business Park

Brockworth

GL3 4AW

Employer's website

https://www.ghc.nhs.uk/who-we-are/jobs/ (Opens in a new tab)